HomeMy WebLinkAboutCOW 2012-08-27 COMPLETE AGENDA PACKETTukwila City Counci /Agenda
COMMITTEE OF THE WHOLE
Jim Haggerton, Mayor Counci /members: Joe Duff ie Dennis Robertson
David Cline, City Administrator Allan Ekberg Kathy Hougardy
Verna Seal, Council President De'Sean Quinn Kate Kruller
Monday, August 27, 2012, 7:00 PM
1. CALL TO ORDER PLEDGE OF ALLEGIANCE
Tukwila City Hall Council Chambers
2. CITIZEN COMMENT At this time, you are invited to comment on items not included on this agenda
(please limit your comments to five minutes per citizen). To comment
on an item listed on this agenda, please save your comments until the issue is
presented for discussion.
3. SPECIAL a. An ordinance amending various ordinances in Tukwila Municipal Code Pg.1
ISSUES Title 5, "Business Licenses and Regulations."
4. REPORTS
5. MISCELLANEOUS
6. EXECUTIVE SESSION
7. ADJOURNMENT
b. Permit system tracking replacement project. Pg.21
c. Supplemental agreement #15 for the Tukwila Urban Center Transit Pg.43
Center.
d. Supplemental Agreement #16 for the Andover Park West Street Pg.63
Widening Project.
e. Washington State Department of Transportation (WSDOT) Regional Pg.83
Mobility Grant for the Tukwila Urban Center Pedestrian /Bicycle Bridge.
a. Mayor
b. City Council
c. Staff
d. City Attorney
e. Intergovernmental
Tukwila City Hall is wheelchair accessible.
Reasonable accommodations are available at public hearings with advance notice to the
City Clerk's Office (206- 433 -1800 or TukwilaCityClerk @TukwilaWA.gov). This notice is available at
www.tukwilawa.aov, and in alternate formats with advance notice for those with disabilities.
Tukwila Council meetings are audio taped.
HOW TO TESTIFY
If you would like to address the Council, please go to the podium and state your name and address clearly for
the record. Please observe the basic rules of courtesy when speaking and limit your continents to five
minutes. The Council appreciates hearing from citizens but may not be able to take immediate action on
continents received until they are referred to a Committee or discussed under New Business.
COUNCIL MEETINGS
No Council meetings are scheduled on the 5th Monday of the month unless prior public notification is given.
Regular Meetings The Mayor, elected by the people to a four -year term, presides at all Regular Council
Meetings held on the 1st and 3rd Mondays of each month at 7:00 p.m. Official Council action in the
form of formal motions, adopting of resolutions and passing of ordinances can only be taken at Regular
Council meetings.
Committee of the Whole Meetings Council members are elected for a four -year term. The Council
President is elected by the Council members to preside at all Committee of the Whole meetings for a
one -year term. Committee of the Whole meetings are held the 2nd and 4th Mondays at 7:00 p.m.
Issues discussed are forwarded to the Regular Council meeting for official action.
GENERAL INFORMATION
At each Council meeting citizens are given the opportunity to address the Council on items that are not
included on the agenda during CITIZENS COMMENTS. Please limit your comments to 5 minutes.
Special Meetings may be called at any time with proper public notice. Procedures followed are the same as
those used in Regular Council meetings.
Executive Sessions may be called to inform the Council of pending legal action, financial, or personnel
matters.
PUBLIC HEARINGS
Public Hearings are required by law before the Council can take action on matters affecting the public interest
such as land -use laws, annexations, rezone requests, public safety issues, etc. Section 2.04.150 of the
Tukwila Municipal Code states the following guidelines for Public Hearings:
The proponent shall speak first and is allowed 15 minutes for a presentation.
2. The opponent is then allowed 15 minutes to make a presentation.
Each side is then allowed 5 minutes for rebuttal.
4. Citizens who wish to address the Council may speak for 5 minutes each. No one may speak a second
time until everyone wishing to speak has spoken.
5. After each speaker has spoken, the Council may question the speaker. Each speaker can respond to the
question, but may not engage in further debate at this time.
6. After the Public Hearing is closed and during the Council meeting, the Council may choose to discuss
the issue among themselves, or defer the discussion to a future Council meeting, without further public
testimony. Council action may only be taken during Regular or Special Meetings.
COUNCIL AGENDA SYNOPSIS
Initials ITEM NO.
Meeting Date I Prepared by I Mayor's review Council review
08/27/12 CW I
09/04/12 CW 3.A.
ITEM INFORMATION
STAFF SPONSOR: PEGGY MCCARTHY I ORIGINAL AGENDA DATE: 08/27/12
AGENDA ITEM TITLE An Ordinance amending Title 5 Business Licenses and Regulations
CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing ❑Other
Mtg Date 08127112 Mtg Date Mtg Date Mtg Date 09104112 Mtg Date Mtg Date Mtg Date
SPONSOR Council Mayor HR DCD Finance Fire IT P&R Police PW
SPONSOR'S Finance staff has performed a review of Title 5 Business License and Regulations and have
SUMMARY identified some code changes/ modifications including: definition of business,
standardization of regulations for temporary business licenses, revisions to the appeal
process and some general housekeeping issues.
REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE: 08/21/12 COMMITTEE CHAIR: QUINN
RECOMMENDATIONS:
SPONSOR /ADMIN. Finance Department
COMMITTEE Unanimous Approval; Forward to Committee of the Whole
COST IMPACT FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
Fund Source:
Comments:
MTG. DATE
08/27/12
RECORD OF COUNCIL ACTION
MTG. DATE I ATTACHMENTS
08/27/12 I Informational Memorandum dated 8/21/12
Ordinance in Draft Form
Business License Penalties /2012 Notices Issued
2011 Temporary Event Licenses Issued
9/4/12
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City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO:
Mayor Haggerton
Finance and Safety Committee
FROM:
Peggy McCarthy, Finance Director
BY:
Cindy Wilkins, Fiscal Specialist
DATE:
August 21, 2012
SUBJECT:
Amendments to TMC Title 5: Business Licenses and Regulations
ISSUE
Council is being asked to consider several amendments to Tukwila Municipal Code (TMC) Title 5:
Business Licenses and Regulations in order to increase efficiency and provide clarity in the Code.
BACKGROUND
In 2010, the Finance Department assumed responsibility for business licensing. In October 2011,
several changes were made to Title 5, as a result of this change. Since that time, the Finance
Department has identified areas of the Code in need of clarification and /or further explanation, in
order to assist in efficient processing of business license applications and renewals. These changes
will also help eliminate confusion for business license applicants. These recommended changes are
outlined below.
DISCUSSION
1. Update to the definitions of "Business" and "Business License Required"
The definitions of "Business" (TMC 5.04.010) and "Business License Required" (TMC 5.04.015)
need to be refined, in order to address questions in applicability.
Currently, the TMC states that if you are engaging in business in Tukwila, you are required to have
a business license. This wording is vague and has resulted in some challenges relating to who
should and who should not be required to have a business license in Tukwila. Specifically, some
of the challenges involve outside vendors and whether or not conducting business in Tukwila
when the vendor is located outside the City requires a business license. Staff believes that the
intent of the Code is to require a business license from any activity, occupation, pursuit or
profession located in or engaged within the City regardless if the physical location is within City
boundaries. Changing the definitions of "business" and "business license required" would add
clarity and enforceability to the Code.
The proposed draft definition of "business" was derived from a combination of definitions from
codes in the following cities including Kent, Redmond, and Kirkland. The proposed draft definition
of "business license" was derived from a combination of definitions from code language used in
Lynnwood and Redmond.
2. Temporary Business Licenses
In regards to temporary business licenses, the TMC reads that a business that employs fewer
than 10 employees is exempt from payment of a license fee (TMC 5.04.020(C)(7)). The primary
purpose of this section was intended to ensure events like sidewalk sales, carnivals and /or tent
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INFORMATIONAL MEMO
Page 2
sales of established businesses were in compliance with City regulations for safety issues with
tents, ample parking, adequate restroom facilities and other requirements. The Code has also
been applied to vendors at City sponsored events such as Tukwila Days, 4 th of July, or other
events at the Tukwila Community Center (TCC). Most vendors at these events have volunteers or
employ fewer than 10 employees so they are exempt from the business license fee.
For City sponsored events or events held at TCC, participating vendors complete a
Vendor /Exhibitor Opportunities form and pay the applicable fee at the Community Center in
addition to completing a Temporary Event application. The Temporary Event application is
redundant and takes time for staff to process a temporary license with no associated fee. The City
Council has expressed an interest in and a desire for these types of vendors to participate and
support our community in such events, and these processes will create a made more user
environment.
To recover the cost of processing a business license, staff recommends charging all other entities
applying for a Temporary Event License that are for a non -City sponsored event, the minimum $67
business license fee per application. This requires changing the definition of minimum fee (TMC
5.04.020 (7).
A summary of temporary business licenses issued in 2011 is attached for Committee review
(Attachment #3). The draft ordinance exempts City -run special events as discussed above, and
requires a temporary business license fee for all other vendors.
3. Fee for Late Acquisition or Renewal (TMC 5.04.050(A)
Currently, the Code processes late fees for delinquent business license renewals and late
acquisitions in the same manner. The current language works for late acquisition, but is not
efficient for business license renewal penalties. Late fees on business license renewals needs to
be identified separately.
Based on research conducted by staff on processing late fees in surrounding cities, there may be
a more efficient way to encourage timely payment of business license fees and compliance with
the Code. In comparison to other cities, Tukwila provides a generous policy regarding penalty fees
for late business license renewals. Staff believes that increasing the penalty fee will reduce staff
processing costs, time, and increase the likelihood of timely payments and complete the renewal
process in a shorter amount of time. Staff recommends implementing the changes outlined in
Attachment #3, and changing the Code accordingly.
4. Various Housekeepina Chances
Several housekeeping changes are recommended to add consistency and clarity to the Code.
These housekeeping items are discussed below:
The following sections of the Code need the word "City" added before "Clerk Any appeals the
City receives needs to be received by the City Clerk. Appeals (TMC 5.10.100) and Appeals
(TMC 5.56.100).
The appeal fee of $250 in Appeal of Notice of Denial, Suspension or Revocation (TMC
5.04.112) was inadvertently removed when the Code was initially changed in 2011, and needs
to be added back to the ordinance.
A few sections of the Code never included appeal language and were subsequently
challenged. It was thought that the appeal fee language in TMC 5.04.0112 (B) would apply to
all of Title 5; however since the language is Chapter specific, it does not apply to the other
Chapters in question. The language should be added to these sections, so the City can collect
appeal fees to help off -set the hearing examiner fees. The following sections are being
recommended for change: Appeals and Hearings Cabarets (TMC 5.08.080) and Adult
Cabarets TMC 5.10.100(A); and Appeals (A) Adult Entertainment Cabaret (TMC 5.56.100).
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INFORMATIONAL MEMO
Page 3
Add the term UBI (Unified Business Identifier) to factors that signify a Change in Nature of
Business (TMC 5.04.070) to clarify when a new business license application needs to be
submitted and applicable fees need to be collected. Currently the code only states that a
change in the nature of business or a change in ownership requires payment of the applicable
license fee. A change in the UBI number requires the fee to be paid as well.
RECOMMENDATION
The City Council is being asked to consider the ordinance amending Title 5 Business Licenses and
Regulations at the August 27, 2012 Committee of the Whole meeting and subsequent September 4,
2012 Regular Meeting.
ATTACHMENTS
Draft Ordinance
Business License Penalties /2012 Notices Issued
2011 Temporary Event Licenses Issued
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AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
TUKWILA, WASHINGTON, AMENDING VARIOUS ORDINANCES
AS CODIFIED IN TUKWILA MUNICIPAL CODE TITLE 5,
"BUSINESS LICENSES AND REGULATIONS," TO CLARIFY THE
DEFINITION OF "BUSINESS AMEND LANGUAGE RELATING
TO A TEMPORARY BUSINESS LICENSE, UPDATE LANGUAGE
DEFINING LATE ACQUISITION OF LICENSE AND PENALTY
FEES, AND REINSTATING THE FORMER APPEAL FEE OF
$250.00; PROVIDING FOR SEVERABILITY; AND ESTABLISHING
AN EFFECTIVE DATE.
WHEREAS, Title 5 of the Tukwila Municipal Code (TMC), "Business Licenses and
Regulations," was last updated November 2011 by Ordinance No. 2356; and
WHEREAS, a revision to the definition of "business" will help clarify when a City
business license is required; and
WHEREAS, the City Council desires to standardize regulations relating to a
temporary business license; and
WHEREAS, the City Council supports assessment of penalty fees for a business
operating without first obtaining a business license, and for businesses that fail to renew
their business license in the required timeframe; and
WHEREAS, revisions to the appeal procedures and appeal fees are needed for
consistency in filing of appeals relating to all sections of Title 5 and to help defray the
cost of Hearing Examiner fees;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY ORDAINS AS FOLLOWS:
Section 1. TMC Section 5.04.010, "Definitions," Amended. Ordinance Nos.
2356 §1, 2333 §1 and 2315 §1 (part), as codified at TMC Section 5.04.010,
"Definitions," under subparagraph 1 entitled, "Business," are hereby amended to read
as follows:
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1. "Business," means and includes all activities, occupations, trades, pursuits, or
professions located or enaaqed within the Citv that involves the manufacturing or
processing of materials of any type, the sale of goods, wares or merchandise, the
rendition of services or the repair of goods, wares or merchandise to the g eneral n„hli,.
nr a perfien t h °re for any consideration to the person enaaginq in the same or to anv
other person or class, directly or indirectly, whether or not an office or phvsical location
for the business lies at eaGh established plaGe of busiReorc, C+ -er�T^° or yard within
the City limits.
Section 2. TMC Section 5.04.015, "Business License Required," Amended.
Ordinance Nos. 2333 §2 and 2315 §1 (part), as codified at TMC Section 5.04.015,
"Business License Required," are hereby amended to read as follows:
No person or persons shall conduct, maintain, operate, or engage in any business
within the City without first applying for and obtaining a business license and paying the
fee(s) as prescribed herein unless the business is exempt. The exemption is only from
the need to pay a fee for issuance of the business license and shall not be construed as
relief from compliance with other requirements of the Tukwila Municipal Code. All
businesses operating or engaginq in business within the City are required to submit a
business license application or renewal, as appropriate, regardless of whether a
business license fee is due to the City.
Section 3. TMC Section 5.04.020, "Application and Fees Required," Amended.
Ordinance Nos. 2356 §2, 2333 §3 and 2315 §1 (part), as codified at TMC Section
5.04.020, "Application and Fees Required," under subparagraph C entitled "Minimum
Fee," are hereby amended to read as follows:
C. Minimum Fee. There shall be a minimum fee for an annual license of $67.00,
consisting of a $12.00 business license fee and a $55.00 RGRL fee, except if the
b Ucin °cc q fer a f°mn°rary b sine l +Gense in aG r° wi TIVI S
5.04. 010 er is for an entity defined in TMC Section 5.04.090.
1. A business with less than $12,000.00 of annual gross receipts shall pay the
minimum license fee. A residential rental property with less than $12,000.00 of annual
gross receipts shall be exempt from the RGRL fee, but shall be subject to the license
fee requirements set forth in TMC Section 5.06.040.
2. An entity engaging in some activities or functions that are exempt from the
combined business license fee and some that are not exempt shall pay a license fee
based on the number of full -time equivalent employees involved in the functions or
activities that are not exempt.
3. An individual person operating more than one business as sole
proprietorship or owning more than one residential rental property within the corporate
limits of the City shall pay only one RGRL fee, at an amount equal to the highest RGRL
fee for any one of the multiple businesses, if not otherwise exempt from paying the
license fee pursuant to this chapter. TMC Section 5.04.020.C.3 shall not apply if any
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one of the businesses or properties owned by the sole proprietor has three or more full
time equivalent employees.
4. If a business has more than one location in Tukwila, the license fee
calculation shall include at least the minimum fee for each location.
5. The license fee for a business required to be licensed under this chapter
and not located within the City's corporate limits shall be calculated by multiplying the
license fee by the number of FTE employees working within the City, but in no event
shall the license fee be less than the minimum license fee set forth in this chapter. If the
number of FTE employees is not known at the time of renewal, the business shall
estimate the maximum number of FTE employees they anticipate working in Tukwila for
the 12 -month period subject to licensure.
6. Businesses doing business in the City that have no employees physically
working within the City shall pay the minimum fee required under this chapter.
7. Businesses or organizations e f eweF than 10 empl,,.,oc 2PA -that
a-re eligible for a temporary business license pursuant to TMC Section 5.04.010 shall be
exempt from payment „f a license fog will be required to pav the minimum $67.00
business license fee unless the applicant is participating at a City- sponsored event or as
part of an event held at the Tukwila Communitv Center. If an applicant is particioatinq
at a Citv- sponsored event or as part of an event held at the Tukwila Communitv Center,
thev will be required to complete all application requirements and approvals required by
the City's Parks and Recreation Department.
Section 4. TMC Section 5.04.050, "Fee for Late Acquisition or Renewal,"
Amended. Ordinance Nos. 2356 §4, 2333 §5 and 2315 §1 (part), as codified at TMC
Section 5.04.050, "Fee for Late Acquisition or Renewal," are hereby amended to read
as follows:
5.04.050 Fee for Late Acquisition or Renewal
A. Monetary Penalty. Failure to pay the license fee by the first day of
commencinq business operations w ithi n Qn days after the day en which i t —is due and
payable pursuant to TMC Section 5.04.020 will result in a late acquisition penalty equal
to shall render the b 6u bj e t nonol t- ^f 5% of the awe of license fee for
the first month of delinquency and an additional penalty of 5% for each succeeding
month of delinquency, but not to exceeding a total penalty of 25% of the aFnGURt Of
license fee_, plus any legal er administrative expeRses inGUrFed by the City.
Failure to pav the annual business license renewal fee by January 31st shall constitute
delinquency and shall result in a penalty equal to 15% of the business license fee for
applications and payment receipted or postmarked February 1 through February 28. If
application and pavment is receipted or postmarked March 1 throuqh March 31st, a
penalty of 30% of the business license fee will be added. If application and payment is
receipted or postmarked April 1 or later, a penalty of 45% of the business license fee
will be added. No business license for the current period shall be granted until all the
delinquent fees, together with penalties, have been paid in full. The Finance Director or
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his /her designee is authorized, but not obligated, to waive all or any portion of the
penalties and interest provided herein in the event the Director or his /her designee
determines that the late payment was the result of excusable neglect or extreme
hardship.
B. Collection of Fees and Penalties. Any license fee due and unpaid under this
chapter, and all penalties thereon, shall constitute a debt to the City and may be
collected in court proceedings in the same manner as any other debt in like amount,
which remedy shall be in addition to any and all other existing remedies.
C. Revocation of License. The Finance Director may revoke any business
license issued pursuant to this chapter to any business or other person who is in default
in any payment of any license fee hereunder, or who shall fail to comply with any of the
provisions of this chapter. Notice of such revocation shall be mailed to the license
holder by the Finance Director, and on and after the date thereof any such business that
continues to engage in business shall be deemed to be operating without a license and
shall be subject to any and all penalties herein provided.
D. There shall be a penalty of not less than $50.00 to reinstate any business
license revoked through nonpayment of the business license fee.
Section 5. TMC Section 5.04.070, "Change in Nature of Business," Amended.
Ordinance Nos. 2356 §5, 2333 §6 and 2315 §1 (part), as codified at TMC Section
5.04.070, "Change in Nature of Business," are hereby amended to read as follows:
The license granted in pursuance hereof shall be used to conduct the business or type
of business at the designated address for which such license is issued. Any change in
the nature of the business, a change in the Unified Business Identifier (UBI) issued by
the Washington State Department of Licensing, a change in the physical location of the
business, or a change in ownership of the business shall necessitate a renewed
application to the Finance Department. A change in the nature of business, change in
the Unified Business Identifer or a change in ownership will also require payment of the
applicable license fee.
Section 6. TMC Section 5.04.112, "Appeal of Notice of Denial, Suspension or
Revocation," Amended. Ordinance Nos. 2333 §9 and 2315 §1 (part), as codified at
TMC Section 5.04.112, "Appeal of Notice of Denial, Suspension or Revocation," are
hereby amended to read as follows:
A. Whenever the Finance Director, or his /her designee, determines there is cause
for suspending, denying or revoking any license issued or applied for pursuant to this
chapter, the Finance Director, or his /her designee, shall notify the person holding the
license, by registered mail or hand delivery, of his /her determination. Notice mailed to
the address on the license shall be deemed received three business days after mailing.
The notice shall specify the grounds for suspension, denial or revocation.
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B. The licensee or applicant may appeal the decision of the Finance Director, or
his /her designee, to suspend, deny or revoke a business license by filing a written
appeal to the City Clerk within 10 calendar days of the decision. The appeal must state
the grounds for appeal and the basis for why the decision was incorrect. To be
accepted the appeal must be accompanied by an appeal fee of $2-00.00 $250.00.
C. Upon receipt of the notice of appeal, the Finance Director shall set a date for
hearing the appeal before the City's Hearing Examiner. Notice of the hearing will be
mailed to the licensee or applicant.
D. The hearing shall be de novo. The Hearing Examiner may affirm, reverse or
modify the Finance Director's, or his /her designee's, decision.
E. The decision of the Hearing Examiner shall be final. Any appeal from the
administrative hearing shall be to King County Superior Court within 14 calendar days of
the Hearing Examiner's decision.
Section 7. TMC Section 5.08.080, "Appeals and Hearing," Amended.
Ordinance Nos. 2355 §6, 1796 §3 (part) and 1586 §2 (part), as codified at TMC Section
5.08.080, "Appeals and Hearing," are hereby amended to read as follows:
A. Any person aggrieved by the action of the Finance Director in refusing to issue
or renew any license under this chapter or in suspending or revoking any license under
this chapter shall have the right to appeal such action to the City Hearing Examiner, or
to such other hearing body as may hereafter be established by the City Council for the
hearing of such appeals, by filing a notice of appeal with the City Clerk within 10 days of
receiving notice of the action from which appeal is taken. The appeal must state the
grounds for appeal and the basis for why the decision was incorrect and include an
appeal fee of $250.00.
B. The hearing body, upon receipt of a timely notice of appeal, shall set a date for
a hearing of such appeal within 20 days from the date of such receipt, except as
specified in TMC Section 5.08.080.C. The hearing shall be de novo. The hearing body
shall hear testimony, take evidence and may hear oral argument and receive written
briefs. The filing of such appeal shall stay the action of the Finance Director, pending
the decision of the hearing body.
C. The decision of the hearing body on an appeal from a decision of the Finance
Director shall be based upon a preponderance of the evidence. The burden of proof
shall be on the appellant.
D. The decision of the hearing body shall be final unless appealed to the Superior
Court within 20 days of the date the decision is entered.
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Section 8. TMC Section 5.10.100, "Appeals," Amended. Ordinance No. 1778
§2 (part), as codified at TMC Section 5.10.100, "Appeals," is hereby amended to read
as follows:
A. Upon notice of non issuance, revocation .or suspension of any license under
this chapter, or imposition of any penalty under TMC Section 5.10.110, the applicant or
license holder may appeal by filing a notice of appeal, specifying the particular
reason(s) upon which the appeal is based, with the Citv Clerk within 10 days of a-nd
iRGIudiRg—the date of the notice of non issuance, revocation or suspension. To be
accepted, the appeal must be accompanied by an appeal fee of $250.00. A timely
notice of appeal shall stay the effect of the notice of non issuance, revocation,
suspension or imposition of any penalty under TMC Section 5.10.110. An untimely
notice of appeal shall be rejected as such by the City Clerk, and no appeal hearing shall
be scheduled. A warning notice to a manager, under TMC Section 5.10.110.A.1, shall
not constitute the imposition of a penalty.
B. Upon timely filing of a notice of appeal, the Clerk Director shall
schedule a hearing on the appeal before a Hearing Examiner. The hearing shall be
conducted no later than 45 days from the date of the notice of appeal, unless an
extension is agreed to by the appellant or otherwise ordered by the Examiner for good
cause shown. The Hearing Examiner shall have the authority to issue subpoenas for
persons and documents relevant to the appeal upon request of a party.
C. Within 20 days, excluding holidays recognized by the City of Tukwila, from the
date of the hearing on an appeal under this section, the Hearing Examiner shall issue a
written decision which shall set forth the reasons therefor.
D. A decision of the Hearing Examiner, or a decision of the City Clerk to reject an
appeal as untimely, shall be final, unless an application for a writ of review is filed with
the King County Superior Court and properly served upon the City of Tukwila within 14
calendar days of and including the date of the Hearing Examiner's decision.
Section 9. TMC Section 5.56.100, "Appeals," Amended. Ordinance Nos. 1747
§1 (part) and 1490 §2 (part), as codified at TMC Section 5.56.100, "Appeals," are
hereby amended to read as follows:
A. Upon notice of non issuance, revocation or suspension of any license under
this chapter, or imposition of any penalty under TMC Section 5.56.120, the applicant or
license holder may appeal by filing a notice of appeal, specifying the particular
reason(s) upon which the appeal is based, with the Citv Clerk within 10 days of and
+aGladiRg-- date of the notice of non issuance, revocation or suspension. To be
accepted, the appeal must be accompanied by an appeal fee of $250.00. A timely
notice of appeal shall stay the effect of the notice of non issuance, revocation,
suspension or imposition of any penalty under TMC Section 5.56.120. An untimely
notice of appeal shall be rejected as such by the City Clerk, and no appeal hearing shall
be scheduled. A warning notice to a manager, under TMC Section 5.56.110.A.1, shall
not constitute the imposition of a penalty.
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B. Upon timely filing of a notice of appeal, the Clerk Finance Director shall
schedule a hearing on the appeal before a Hearing Examiner. The hearing shall be
conducted no later than 45 days from the date of the notice of appeal, unless an
extension is agreed to by the appellant. The Hearing Examiner shall have the authority
to issue subpoenas for persons and documents relevant to the appeal, upon request of
a party.
C. Within 20 days, excluding holidays recognized by the City of Tukwila, from the
date of the hearing on an appeal under this section, the Hearing Examiner shall issue a
written decision, which shall set forth the reasons therefor.
D. A decision of the Hearing Examiner, or a decision of the City Clerk to reject an
appeal as untimely, shall be final, unless an application for a writ of review is filed with
the King County Superior Court and properly served upon the City of Tukwila within 14
calendar days of and including the date of the Hearing Examiner's decision.
Section 10. Corrections by City Clerk or Code Reviser. Upon approval of the
City Attorney, the City Clerk and the code reviser are authorized to make necessary
corrections to this ordinance, including the correction of clerical errors; references to
other local, state or federal laws, codes, rules, or regulations, or ordinance numbering
and section /subsection numbering.
Section 11. Severability. If any section, subsection, paragraph, sentence, clause
or phrase of this ordinance or its application to any person or situation should be held to
be invalid or unconstitutional for any reason by a court of competent jurisdiction, such
invalidity or unconstitutionality shall not affect the validity or constitutionality of the
remaining portions of this ordinance or its application to any other person or situation.
Section 12. Effective Date. This ordinance or a summary thereof shall be
published in the official newspaper of the City, and shall take effect and be in full force
five days after passage and publication as provided by law.
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at
a Regular Meeting thereof this day of 2012.
ATTEST /AUTHENTICATED:
Christy O'Flaherty, MMC, City Clerk Jim Haggerton, Mayor
APPROVED AS TO FORM BY: Filed with the City Clerk:
Passed by the City Council:
Published:
Effective Date:
Shelley M. Kerslake, City Attorney Ordinance Number:
W: Word Processing \Ordinances \Business lic amds- definitions and appeals 8 -9 -12 strike -thru
CW:bjs
Page 7 of 7
13
14
Business License Renewal Penalties
(Penalty amount based on the License Fee due)
Tukwila (CURRENT)
If paid, Jan 1 Jan 31 No Penalty Fee Due
Feb 1 Feb 28 Add'I 5% Penalty Due
Mar 1- Mar 31 Add'I 10% Penalty Due
Apr 1 Apr 30 Add] 15% Penalty Due
May 1 May 31 Add'I 20% Penalty Due
Jun 1- Jun 30 Add'I 25% Penalty Due
July 1st To Code Enforcement
Redmond
if paid, Jan 1 Feb 14th No Penalty Fee Due
Feb 15 Mar 14th Add'I 50% Penalty Due
Mar 15 After Add'I 100% Penalty Due
Kirkland
If paid, Up to 29 days late Add'I $25 or 10% Penalty fee, whichever is greater
30 -59 days late Add'I $50 or 50% Penalty fee, whichever is greater
60 or more days Add'I $100 or 100% Penalty fee, whichever is greater
Burien
If paid, 30 or more days delinquent shall be subject to a penalty equal to the license fee.
Renton
If paid, Jan 1 Jan 31 No Penalty Fee Due
Feb 1 Feb 28 Add'I 5% Penalty Due
Mar 1- Mar 31 Add'I 10% Penalty Due, plus revocation fee of $50 and reinstating fee of $20
Apr 1- Apr 30 Add'I 15% Penalty Due, plus revocation fee of $50 and reinstating fee of $20
May 1- May 31 Add'I 20% Penalty Due, plus revocation fee of $50 and reinstating fee of $20
Jun 1 Jun 30 Add'I 25% Penalty Due, plus revocation fee of $50 and reinstating fee of $20
(per Linda Weldon, they usually don't have many accounts holding out till the end due to revoking their license)
Lynnwood
If paid, Feb 15th or After New application must be submitted with an add'I penalty fee of 150%
Seatac
If paid, 1 -15 days past due a penalty of 5% is due or $5 whichever is greater
16 -30 days past due a penalty of 10% or $10 whichever is greater
31 -45 days past due a penalty of 15% or $15 whichever is greater
46 -60 days past due a penalty of 20% or $20 whichever is greater
over 61 days a penalty of 100% is due
Kent'
If paid, after 90 days past due date is subject to a $50 reinstatement fee in addition to the license fee.
Staff Recommendation (PROPOSED)
Jan 1 Jan 31 No Penalty Fee Due
Feb 1 Feb 28 Add'I 15% Penalty Due
Mar 1 Mar 31 Add'I 30% Penalty Due
Apr 1- Apr 30 Add') 45% Penalty Due
May 1st Accounts referred to Code Enforcement
15
2012 Renewal Notices /Late Notices Issued
Renewal notices are sent out early December.
of Notices Sent
2546
Current Penalty Fees
479
Over 30 day late notices were issued on 2/2
License
Fee
5%
10%
15%
20%
25%
23
Based
on FTE
(After 1/31)
(After 2/28)
(After 3/31)
(After 4/30)
(After 5/31)
1 FTE
67.00 1
3.351
6.701
10.051
13.401
16.75
5 FTE
335.00
16.75
33.501
50.251
67.001
83.75
10 FTE
670.00 1
33.50
67.001
100.501
134.001
167.50
20 FTE
1,340.00 1
67.001
134.001
201.001
268.001
335.00
50 FTE
3,350.00
167.501
335.00
502.501
670.001
837.50
100 FTE
6,700.00 1
335.001
670.00
1,005.001
1,340.001
1,675.00
Proposed Penalty Fees
License
Fee
15%
30%
45% To Code Enforcement
Based
on FTE
(After 1/31)
(After 2/28)
(After 3/31)
May 1
1 FTE
67.00 1
10.051
20.101
30.151
5 FTE
335.00 1
50.25
100.501
150.751
10 FTE
670.00
100.50
201.00
301.501
20 FTE
1,340.00 1
201.001
402.00
603.001
50 FTE
3,350.00 1
502.501
1,005.001
1,507.501
100 FTE
6,700.00 1
1,005.001
2,010.001
3,015.001
2012 Renewal Notices /Late Notices Issued
Renewal notices are sent out early December.
of Notices Sent
2546
Renewal Notices were issued on 12/6/11
479
Over 30 day late notices were issued on 2/2
(5% penalty)
260
Over 60 day Late Notices were issued on 3/1
(10% penalty)
89
Over 90 day Late Notices were issued on 4/3
(15% penalty)
23
Over 120 day Late Notices were issued on 5/1
(20% penalty)
11
Over 150 day Late Notice were issued on 6/1
(25% penalty)
(Business Licenses are valid Jan 1 Dec 31)
16
Requestor
1 Allen Kim Entertainment
2 Anderson, Carter, Bascaou Assoc
3 Best Buy Stores
4 Boeing Stores
5 Cascade Amusements
6 CCCS EFKS Malua Seattle II
7
8
9
10 Electronic Transaction Consultants
11 Family Dog Training Center
12 Funtastic Shows
13
14 Great American Estate Roadshow
15 Highline United Methodist Church
16
17
18
19
20
21 Jenna's Red Rhino /J. Schmidt
22 M -T
23
24 Nutrition First
25
26 RACA Fuerte Church
27 Rags to Rugs Stuff
28 Rengelekel Belau
29
30 Rock Foundation Christian Ctr
31 Samoan Community Church
32
33
34
35
36 Seattle Metro Credit Union
37 Ski Bonkers
38 Visions Intl Feline Supplies
2011 Issued Temp Event Licenses
Event
Event Location
Event Date
(Jazz Art Show
Southcenter Mall
107/09/2011
Coin Show
Doubletree Hotel
12/1- 2/26/11
Movie in Parking Lot
Store Parking Lot
IThanksgiving Night
Annual Tent Sale
10002 E Marg Wy S
18/4- 8/7/11
(Carnival /Rides Mall
Southcenter Mall
15/27- 6/8/11
ICar Wash
114415 TIB
7/7- 7/8/11
1
7/14- 7/15/11
7/21- 7/22/11
7/28- 7/29/11
Tax Consultant
Southcenter Mall
12/20- 2/27/11
Dog Training
(Heritage Culture Ctr
108/20/2011
(Carnival /Rides Mall
Southcenter Mall
14/5- 4/15/11
1
7/21- 7/24/11
1Buy Collectables /Coins
Best Western
8/22 8/24/11
{Car Wash
114415 TIB
106/18/2011
107/09/2011
107/23/2011
1
07/30/2011
1
08/05/2011
1
108/13/2011
[Cat Show
ITukwila Comm Ctr
(10/15- 10/16/11
Cat Show
ITukwila Comm Ctr
5/21- 5/22/11
1
10/15- 10/16/11
[Breast Feeding Trng
ITukwila Comm Ctr
06/21/2011
1
1
09/27/2011
ICar Wash
114415 TIB
8/27 8/28 -11
1Cat Show
ITukwila Comm Ctr
10/15- 10/16/11
ICar Wash
(14415 TIB
8/21 8/22/11
1
8/27- 8/28/11
ICar Wash
14415 TIB
09/08/2011
{Car Wash
14415 TIB
6/3- 6/4/11
I
16/25- 6/26/11
I
I
17/9- 7/10/11
7/23- 7/24/11
I
7/30- 7/31/11
1 Mbrs Only Car Show
iParking Lot
106/11/2011
Parking Lot Sale
(Southcenter Mall
19/2- 9/6/11
(Cat Show
ITukwila Comm Ctr
110/15- 10/16/11
Car Washes The City no longer issues Temp Event licenses for carwashes.
City Sponsored Events /Events held at TCC Proposal Business License not needed
D AII others would be subject
to the Temp Business License application process
*For 2011 of the 12 that were
not carwashes or Tukwila Events,
6 paid license fees and 6 did not
Organization City
Renton, WA
Pasadena, CA
(Tukwila, WA
Tukwila, WA
(Portland, OR
{Seattle, WA
{Seattle, WA
{Seattle, WA
{Seattle, WA
(Richardson, TX
(Kent, WA
(Portland, OR
Portland, OR
Schaumburg, IL
Burien, WA
Burien, WA
Burien, WA
Burien, WA
Burien, WA
IBurien, WA
Kent, WA
Kelso, WA
Kelso, WA
Redmond, WA
(Redmond, WA
(Kent, WA
11-incoln City, OR
Renton, WA
Renton, WA
ISeattle, WA
JDesMoines, WA
IDesMoines, WA
IDesMoines, WA
(DesMoines, WA
(DesMoines, WA
Tukwila, WA
Bellevue, WA
IHappyValley, OR
W.
FINANCE AND SAFETY COMMITTEE
Meeting Minutes
August 21, 2012 5: 15p. in.; Conference Room 43
City of Tukwila
Finance and Safety Committee
PRESENT
COUncilmembers: De'Sean Quinn, Chair; Dennis Robertson and Kate Kruller
Staff: David Cline, Peggy McCarthy, Jennifer Ferrar Santa -Ines, Cindy Wilkins, Craig Zellerhoff,
Stephanie Brown, Kim Gilman, Jack Pace and Kimberly Matej
Guests: Chuck Parrish, resident
CALL TO ORDER: Committee Chair Quinn called the meeting to order at 5:17 p.m.
Connniltee Chair Quinn changed the order of the agenda from that as outlined in the agenda packet front cover sheet. The
order in which items were discussed is outlined below.
I. PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
A. Police Uudate: 2012 2" Ouarter Reoort
As information only, staff utilized a PowerPoint presentation to update the Committee on items of
significance that occurred in the Police Department during the second quarter. The information included
highlights, crime statistics and crime reduction strategies. INFORMATION ONLY.
B. Ordinance: Amendments to TMC Title 5 Business Licenses and Reeulations
Staff is seeking Council approval of several amendments to Tukwila Municipal Code (TMC) Title 5:
Business Licenses and Regulation in an effort to provide clarity and increase efficiency and applicability
of the TMC. Staff is seeking amendments to the following sections:
Definitions of Business and Business License Required
Provides for clarity; adding that any activity, occupation, pursuit or profession located in or
engaged with the City regardless of physical location defines a business and will require a
business license.
Temporary Business Licenses
With the exception of City- sponsored special events, which would be exempt; this change charges
a $67 fee per temporary business license which is the minimum charge for a regular business
license. Committee Chair Quinn requested that staff provide an estimate of late /penalty fees paid
in 2012.
Fee for Late Acquisition or Renewal
Provides for greater clarity and establishes stricter penalties for late renewals. in regard to late
acquisition fees, staff proposes removing the grace period and immediately processing the late fee.
Various Housekeeping Changes
Minor, non- substantive changes that make grammatical corrections and references as well as
adding appeal language.
The Committee is forwarding this item with unanimous approval to the Council; however, Chuck Parrish,
resident, asked that the Council consider a discussion regarding the definition of Business and Business
License Required as summarized above. UNANIMOUS APPROVAL. FORWARD TO AUGUST 27
COW FOR DISCUSSION.
19
20
COUNCIL AGENDA SYNOPSIS
Initials ITEM NO.
Meeting Date I Prepared by I Mfr's review Council review
11/14/11 NG I
08/27/12 NG f /11 3.6.
09/04/12 NG
ITEM INFORMATION
STAFF SPONSOR: NORA GIERLOFF I ORIGINAL AGENDA DATE: 11/14/
AGENDA ITEM TITLE Permit Tracking System Replacement
CATEGORY Discussion Motion Resolution Ordinance .Bid Azvard ❑Public Ileazzng Other
Mt g Date 8/27/12 Mtg Date 9/4/12 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date
SPONSOR Council Mayor HR DCD Finance Fire IT P &R Police PW
SPONSOR'S The software program used to track City permits is being phased out by the vendor. An
SUMMARY interdepartmental committee has made a recommendation for its replacement. This is an
opportunity to significantly improve service to the public. The 2012 budget allows for
starting the contracting and migration process with implementation and additional costs
expected in 2013. A technology fee could cover the capital cost of the system. An interlocal
purchasing agreement with eCityGov Alliance will allow us to take advantage of group
discounts.
REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE: 1 0/24/11,8/13/12 COMMITTEE CHAIR: SEAL, HOUGARDY
RECOMMENDATIONS:
SPONSOR /ADMIN. Department of Community Development
COMMITTEE Unanimous Approval; Forward to Committee of the Whole
COST IMPACT/ FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$175,000 2012 $150,000 2013 $0 $150,000 in 2013
Fund Source:
Comments: Costs are approximate, a technology fee could pay back the investment over time
MTG. DATE
11/14/11
8/27/12
MTG. DATE
11/14/11
8/27/12
9/4/12
RECORD OF COUNCIL ACTION
Approved the budget amendment
ATTACHMENTS
Informational Memorandum dated 10/14/11 with attachments
Minutes from the Community Affairs and Parks Committee meeting of 10/24/11
Informational Memorandum dated 8/7/12 with attachments
Minutes from the Community Affairs and Parks Committee meeting of 8/13/12
Additional module information as requested by Community Affairs and Parks Committee.
21
22
TO:
FROM:
BY:
DATE:
SUBJECT
ISSUE
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
Mayor Haggerton
Community Affairs and Parks Committee
Jack Pace, DCD Director
Nora Gierloff, Deputy DCD Director
Brenda Holt, Permit Coordinator
August 7, 2012
Permit Tracking System Replacement Recommendations
The interdepartmental committee formed to research issues and options for replacement of the
software program used to track City permits has recommended the CRW product Trakit. The
change will require a significant investment of financial and personnel resources.
BACKGROUND
The City's current permit tracking system is Permits Plus by Accela. We have used this system
since 1992 (when it started as a DOS -based system). It is used by Building, Planning, Public
Works, Code Enforcement and Rental Housing. Fire enters their reviews of development and
land use permits in Permits Plus but uses a separate system for issuing their own permits.
Some enhancements that we have made since then include an automated inspection request
line and automated check of permit status, inspection results, and fees via email.
Accela has developed a web based permit tracking system called Accela Automation and is
focusing its efforts on enhancements to that program rather than on Permits Plus. We expect
that support for Permits Plus will be phased out over the next few years. Another issue is that
annual maintenance fees for Permits Plus have been steadily increasing by 10% a year for a
current annual fee of $45,000 and yet we receive poor technical support. There is no discount
for existing customers to upgrade to Accela Automation and they are one of the most expensive
systems so we decided to explore other alternatives.
Tukwila formed an interdepartmental committee in March of 2011 to identify City -wide permitting
needs, hear vendor presentations, find out more about why other jurisdictions have chosen their
vendors and reach consensus on a recommendation to Council. A core group of representatives
from DCD, IT, Public Works, Fire, Finance, and the City Clerk have regularly attended.
ANALYSIS
Needs Analvsis
The Committee started by identifying the permitting needs and existing systems being used by
different departments of the city. DCD demonstrated how Permits Plus is currently used. The
Finance Department demonstrated Tyler (Eden) and how it is being used for business licenses.
23
INFORMATIONAL MEMO
Page 2
Fire department gave a demonstration of Fire RMS system. There is some data that is being
input into the system that may be useful for a permitting system such as occupancy type. Also, it
will be helpful to have a common address database as fire department has done GIS geocoding
of the addresses. However the Fire RMS system did not appear to have a GIS component or
integration with Eden. Also, it was not clear if the system was capable of calculating complex
permit fees. There was only one city (San Mateo) that is currently using this system for
permitting other than event reporting.
Reauest for Proposals
Next the Committee decided to learn what we could from the experiences of other cities as they
made their permit system choices. Lynnwood issued a Request for Proposal (RFP) for
permitting software in April 2008 and selected the EnerGov program.
A group of six cities (Bothell, Issaquah, Kirkland, Redmond, Renton and Sammamish) joined
together under the eCityGov Alliance framework to issue a joint RFP for permit software
systems in November 2009. David Lemenager from Renton explained the very thorough
selection process and how they had conducted in -depth demonstrations and due diligence
research with seven vendors. The Committee concluded that the RFP had required all of the
information Tukwila would need to make our decision.
The Alliance designed the RFP to allow other cities to join it later and receive the same terms as
they had negotiated with the vendors. Pricing, including the negotiated group discount, is
guaranteed for three years from the first executed contract in 2010. The Committee decided that
joining the existing RFP would be faster, more efficient and less costly than issuing our own
RFP.
Relative Costs
Of the cities who participated in the eCityGov process Tukwila is most similar to Sammamish
with 20 simultaneous system users and Bothell with 30. While Tukwila will choose different
options than the ones specified in the vendor price estimates the bids are useful for determining
relative costs between vendors. The bids in order of decreasing cost were:
Infor Hansen
Automation Accela
EnerGov
GovPartner
Trakit CRW Systems
Tyler Eden
The Committee eliminated Hansen and Accela from consideration because their bids were over
three times the cost of each of the three lowest priced vendors. They also have high ongoing
maintenance costs.
EnerGov was the mid priced quote and five of the Alliance cities chose this vendor as the best
match for their needs. However after watching the earlier adopting cities struggle with
implementation issues Sammamish recently signed a contract with CRW that was 15% less
expensive than the contract they had negotiated with EnerGov. After a three year migration
process Lynnwood went live with EnerGov in 2011 but they are still having significant issues.
The consensus of the eCityGov group was that GovPartner did not have the full functionality
they needed.
24
INFORMATIONAL MEMO
Page 3
Software Demonstrations
The Tukwila Committee then met with Issaquah to learn why they chose CRW instead of
EnerGov. Their Building Official said that it meets their needs well for half the cost of EnerGov.
The Committee members then visited Mercer Island who has used CRW for a number of years
and also offers online permitting. The committee also met with Sammamish and SeaTac.
SeaTac went live with CRW in April 2012 and was generally pleased with the speed of the
process and CRW's technical support. In addition Marysville, Mill Creek, Auburn, Maple Valley
and Everett also use CRW's Trakit.
A CRW business representative came to Tukwila last August and again this July to give a
detailed presentation about the program's capabilities to the Committee.
Staff made a site visit to Puyallup to see Tyler and spoke with staff from Bonney Lake who also
use that system. While they were satisfied with the program it seemed to require a lot of work-
arounds to meet their needs. At first it appeared that choosing Tyler would make for an easier
integration with our Eden financial system but after talking with other cities any of the permit
systems can interface with the Eden database. CRW has developed an Eden integration -batch
script that exports the needed financial information on a nightly basis. Issaquah is a recent
example of integration between CRW permitting and Eden financial programs.
Vendor Choice
Based on the material in the eCityGov Alliance RFP and the additional research performed by
the Tukwila Committee the staff recommendation is to pursue a contract with CRW for the Trakit
product.
Costs
Unlike our current system Trakit is comprised of a series of linked modules. Cities may
purchase only those required for their business needs.
Core Modules:
$40,000 Licensing for 20 concurrent users
7,500 PermitTrak Development Permit Processing
7,500 ProjectTrak Land Use Permit Processing
$10,000 Standard GIS integration
$10,000 IVR Phone access to system to allow the public to schedule inspections and
check status
No Fee LandTrak Property Data and GIS interface
Electronic Permitting:
$15,000 eTrakit Online portal for the public to submit permits, check status and
schedule inspections
$30,000 eMarkup Electronic plan review program, allows for commenting on plans and
comparison between submittals
Other:
$10,000 Laptop Sync Wireless access to Traklt for inspectors in the field on their iPads
7,500 Code Trak Code enforcement module
5,000 Laserfiche integration
25
INFORMATIONAL MEMO
Page 4
The current quote from CRW, valid through October 5, 2012, gives the following total cost
including all of the above modules:
Investment Cost Summary
A. Software Licensing
B. Implementation Project Management
C. Data Conversion
D. Training
E. Travel Expenses
F. Customizations
G. Discounts
Purchase Cost Yearly Maintenance
$142,500
83,250
15,500
31,500
19,500
13,000
(15,000)
Proposed System and Implementation Cost
$290,250 $33,000
In addition to these direct costs the full system would also require the following software and
hardware upgrades:
Increased Data Storage Capacity, future need
14,710 $2,500
ArcGIS Server to support GIS functionality
17,372 $5,000
Larger Monitors for ePlan review
1,500
Credit Card Swiper /Auto Populate (optional)
5,000
Routine to pull contractor info from Eden (optional)$
2,500
Total Capital Cost including sales tax: $365,500
In order to begin work in 2012 the Council made a budget amendment of $175,000. We have an
additional $50,000 in savings from forgoing Permits Plus maintenance this year as we move to
the new system. DCD's budget request for 2013 includes $150,000 in remaining costs for data
migration, training, hardware and maintenance for a total of $375,000.
Other Modules
CRW offers the following modules which we have not included in our recommended package:
Citizen response module. This could be helpful in tracking Council follow up items and
complaints to PW regarding potholes and damaged signs. However it is a significant cost
at $10,000 with $2,000 annual maintenance that we cannot recoup through user fees. We
have existing systems in place to track these items.
Business licensing. Over the past few years the Finance Department has worked to
implement business licensing on their Eden financial program. They do not want to switch
to the CRW product at this time. The module costs $7,500 with an annual maintenance fee
of $1,500.
Cost Reduction Options
Options for reducing the total implementation costs include eliminating or postponing purchase
of some modules. The most significant savings would be to eliminate eMarkup and limit
electronic permitting to only include over the counter permits such as electrical permits and
residential mechanical and plumbing. As these do not require plan review we would not need
the eMarkup module, larger monitors or additional storage capacity. On average these permit
types make up 65% of our permit volumes. This would lower purchase costs by approximately
$59,000 and annual maintenance by $6,000. However electronic plan submittal is the feature
INFORMATIONAL MEMO
Page 5
that would have the greatest impact on our customer service and will become a customer
expectation in the future.
Process Improvement
At the beginning of the year staff from different departments began meeting to discuss ways to
streamline our current processes and data collection before locking them in with a new permit
system. Updating to a new permit system provided an opportunity to look at our processes and
make improvements as necessary. They have made the following improvements:
A representative from the building, planning, fire, and public works departments
reviewed the building department permit handouts and made adjustments as
necessary. They then reviewed the land use application and submittal requirements
and again made the necessary adjustments. The Public Works and Fire department
handouts will also be reviewed, with the necessary adjustments being made.
We are in the process of evaluating what processes work; and what processes are
inefficient and redundant and how we can improve them. For example one of items
that will be helpful is to have one master address list for city wide use.
As we conclude this process we intend to have a list of things that are working and
items that need to be addressed to make the city's permit process more efficient for
the customers and staff.
Several cities who have recently moved to new permit systems recommended the use of a
consultant to negotiate the contract with the software vendor. Making sure that the City's needs
for customization in permit processes, reports and permit documents are documented in the
contract and included in the price can prevent costly overruns during implementation. Staff
recommends using Soft Resources to assist with our contract negotiations with CRW.
Financing Options
Given the significant investment required to upgrade to a new permit system many cities are
imposing technology user fees. Fees are assessed as either a flat fee, fee per sheet or
percentage that ranges from 1.3% to 5 see Attachment A. The Master Builders have written a
letter in support of city technology fees if they are used to provide better service and in our
informal discussions with applicants many think the efficiencies of electronic permit review
would be worth a modest fee increase.
The intent of a proposed technology fee would be cost recovery for this and future upgrades. It
would be applied to all permits that are processed through our tracking systems (except fire
department licenses, and rental housing). However, it would apply to the "Permit" fee only,
excluding the plan review fee, mailing fees, state building code fee, impact fees, Cascade Water
Alliance Fee and any other water or sewer assessments. For hourly land use permits it would
be assessed once on the retainer and not added to any additional hours that may accrue during
permit review.
A chart of the amount Tukwila would have collected from different fee structures is included as
Attachment B. It appears that over time we could recover the capital expenses associated with a
permit tracking system that allowed for limited or full online permit submittal with a fee in line
with that charged by other jurisdictions in our area. The payback period would depend on future
permit volumes and the fee level. It would be most equitable to only charge the fee once the
upgrade was in place.
Prior to go live with the new system staff will return to Council with a technology fee proposal
based on the final implementation costs. The technology fee level that we choose will determine
27
INFORMATIONAL MEMO
Page 6
the payback period. One issue is that greater use of credit cards due to online permit submittal
will erode the revenues from the technology fee. The policy decision of whether the City should
absorb or pass on the additional costs associated with accepting credit cards should be made
city -wide.
Timing
Staff suggests the following time frame for replacing our permit system:
2011 Started reviewing our permit processes to increase efficiency and prepare for electronic
permitting
Began researching vendors and gathering information
2012 Select a permit software vendor
Adopt an interlocal agreement to join the eCityGov Alliance RFP
Select and contract with a consultant to assist with negotiating the software contract
Negotiate a contract for the permit software
Start migration and customization which will extend into 2013.
2013 Go live with permit system and electronic permitting
Adopt a financing mechanism
RECOMMENDATION
Staff recommends that the Committee forward this to the August 27 Committee of the Whole
and September 4th Regular meeting for the following actions:
1. Approve or modify the recommended Trakit system configuration.
2. Adopt the interlocal purchasing agreement with the eCityGov Alliance (Attachment C) to
allow us to take advantage of the group pricing that they negotiated.
3. Provide for the remainder of the project financing in the 2013 -2014 budget.
ATTACHMENTS
A. Technology Fee Survey
B. Potential Technology Fee Revenue
C. Interlocal Purchasing Agreement with eCityGov Alliance
Attachment A
Jurisdiction
City of Auburn
City of Bellingham
City of Black Diamond
City of Bonney Lake
City of Bothell
City of Burien
City of Covington
City of Des Moines
City of Federal Way
City of Issaquah
City of Kent
City of Kirkland
City of Lynnwood
City of Maple Valley
City of Mercer Island
City of Puyallup
City of Redmond
City of Renton
City of Sammamish
City of SeaTac
City of Tacoma
f ee
aRa rtments
Permit +Svstem
c tatu
CRW Traklt
Accela
Bitco
4.00
Eden /Tyler Technology
Live since 2002
building, planning,
5% public works, fire
EnerGov
Live in 2011
CityView
Live appox 10 yrs
building, planning, fire,
38.00 licenses
Accela
25.00 building
Bitco
building, planning,
6.00 public works. fire
Amanda
building, planning,
1.3% public works, fire
CRW Traklt
Live in 2011
building, planning,
3% public works, fire
Accela
building, planning,
1.3% public works, fire
EnerGov
Live in 2012
EnerGov
Live in 2012
CRW Traklt
building, planning,
$2 per sheel public works, fire
CRW Traklt
Live since 1999
Eden /Tyler Technologies
Live since 2009
building, planning,
Migrating from Accela to
3% public works, fire
EnerGov
building, planning,
Migrating from Accela to
3% public works, fire
EnerGov
Migrating from Accela to
CRW Traklt
CRW Traklt
Live in 2012
building, planning,
5% public works
Z: \PermitSystemCommittee\Surveys of other cities \Technology Fee Survey.x!sx
Updated 08/072012
29
30
attachment b
technology fee comparison
32
Attachment C
INTERLOCAL JOINT PURCHASING AGREEMENT
This agreement is made this 7! 4 day of A "tki! 4 2012, between eCityGov Alliance (the
"Alliance an interlocal government agency, and the City of Tukwila (the "City a municipal
corporation organized under the laws of the State of Washington.
WHEREAS, the Alliance issued a Request for Proposal #09 -003 (the "RFP to assist Alliance
members and subscribers in identifying qualified vendors that can offer permitting software
solution for the City of Tukwila; and
WHEREAS, the Alliance coordinated the Regional Permit System RFP to improve service to
constituents by making services and information available online, to reduce member cost for
providing these services, and to enhance service delivery; and
WHEREAS, the RFP requires the vendors to guarantee discounts to future subscribers who enter
into interlocal joint purchasing agreements with the Alliance per sections 4.2 and 23.1; and
WHEREAS, the City desires to take advantage of the proposals submitted under the RFP as a
future subscriber; and
WHEREAS, the parties enter into this Agreement pursuant to Chapter 3 9.3 4 RCW;
NOW THEREFORE, it is agreed as follows:
1. Purrnose. The purpose of this Agreement is to allow the City to share in the price
proposals submitted to the Alliance per RFP #09 -003 and incorporated by this reference.
Such proposals guaranteed extension to future subscribers.
2. Financing. No special budget or funds are anticipated or created. Additionally, there
shall be no acquisition, holding, or disposal of real or personal property other than as
specifically provided within the terms of this Agreement.
3. Administration. No separate legal entity is created to administer this Agreement. This
Agreement shall be administered by the Brenda Holt, Permit Coordinator for the City of
Tukwila.
4. The City's Responsibilities. The City of Tukwila shall evaluate on its own (and
based on its own needs) proposals received in response to the Alliance's RFP and
shall, if, in its sole judgment, it deems a proposal acceptable, enter into its own
contract with the vendor(s).
5. The Alliance's Responsibilities. The Alliance shall extend the proposals received
pursuant to the RFP to the City. The Alliance accepts no responsibility or liability for
the performance of any vendor used by the City of Tukwila as a result of this
Agreement. The Alliance and the other participating cities do not accent any
33
responsibility for agreements, contracts or purchase orders issued by the City of
Tukwila to a Vendor. Each party accepts responsibility for compliance with any
additional or varying laws and regulations governing purchase by or on behalf of the
party. The Alliance and the participating vendors accept no responsibility for the
performance of the Vendor in providing goods and /or services to the City, nor any
responsibility for the payment price to the Vendor for City purchases.
6. Duration. This Agreement shall be effective as of the date of signature by both
parties and shall remain in effect unless terminated as provided. This Agreement may
be terminated by either party on ten (10) days advance written notice.
7. Filing. Executed copies of this Agreement shall be filed as required by Section
39.34.040 of the Revised Code of Washington prior to this Agreement becoming
effective.
8. Notices. Notices to the City of Tukwila shall be sent to the following address:
City of Tukwila
Attn: Brenda Holt, Permit Coordinator
6300 Southcenter Blvd., Suite 100
Tukwila, WA 98188
Notice to the Alliance shall be sent to the following address:
eCityGov Alliance
Attn: John Backman, Executive Director
PO Box 90012
Bellevue, WA 98009 -9012
9. Indemnification. Each party agrees to hold harmless the other party from all claims,
suits, actions, judgments and /or liens arising from each party's respective negligent
acts or omissions. Each party shall be responsible for claims and/or damages to
persons and/or property resulting from the negligence on the part of itself and its
officers, employees and agents.
If the City purchases items from a vendor pursuant to a proposal received from the
RFP, the City shall have the duty and responsibility to enforce and defend its own
rights and responsibilities against the vendor.
10. Entire Agreement; Amendments. This Agreement contains the entire agreement
between the parties hereto and no other agreements, oral or otherwise, regarding the
subject matter of this Agreement, shall be deemed to exist or bind any of the parties
hereto. Either party may request changes in the Agreement. Proposed changes that
are mutually agreed upon shall be incorporated by written amendments to this
Agreement.
34
11. Choice of Law: Venue. This agreement shall be governed by and construed in
accordance with the laws of the State of Washington. In the event any suit,
arbitration or other proceeding is instituted to enforce any term of this agreement, the
parties specifically understand and agree that venue shall be properly laid in King
County, Washington.
12. Severabilitv. The provisions of this agreement are separate and severable. The
invalidity of any clause, sentence, paragraph, subdivision, section, or portion or the
invalidity of the application thereof to any person or circumstance, shall not affect the
validity of the remainder of this agreement, or the validity of its application to other
persons or circumstances.
Accepted for the City of Tukwila
By
Jim Haggerton
Mayor
Date
Accepted for the eCityGov Alliance
B
y�
John Backman
Executive Director
Date Z-
35
36
CRM TRAK
Citizen Response Management Module
Tools needed to quickly capture and manage citizen issues are organized through CRM TRAK. Workflow
activity tracking is designed with built -in processing and workflow features to help users resolve various
issues presented by their citizens.
Information regarding the CRM record is available from a single screen.
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CRM TRAK GIS Integration
Spatial Geographical View of Information
TRAKiT leverages your agency's GIS to enable users to visually search the map for CRIVI activity and
display results in reports. Included with TRAKiT's GIS functions are enhanced user controls, allowing
users to view related records associated with the parcel, create issues directly from the map, and even
run a query to illustrate the results.
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City of Tukwila, WA
August 2012
CRM TRAK eTRAKIT Integration
Citizen Online Access
Integrated with eTRAKiT, CRIVI TRAK provides 24/7 online access to allow citizens to report issues or
easily obtain the status of previously reported issues without the need for them to visit the City or call in
to obtain details.
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CRM TRAK eTRAKIT Integration
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40 r m' —"p Y- 1— Network Partner August 2012
City of Tukwila
Community Affairs and Parks Committee
COMMUNITY AFFAIRS AND PARKS COMMITTEE
Meeting Minutes
August 13, 2012 S: 00 p.m.
PRESENT
Councilmembers: Kathy Hougardy, Chair; Joe Duffle and Verna Seal (sitting in for Allan Ekberg)
Staff. Nora Gierloff, Minnie Dhaliwal, David Cline and Kimberly Matej
CALL TO ORDER: Committee Chair Hougardy called the meeting to order at 4:57 p.m.
I. PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
A. Permit Tracking System Replacement
Staff is seeking Council approval to enter into an interlocal purchasing agreement with eCityGov Alliance
in order for the City of Tukwila to receive a guaranteed discount with CRW Systems for purchase of the
TRAKiT computerized permit tracking system.
Council was informed of this replacement need in 2011 (see Community Affairs Parks Committee
minutes dated October 24, 2011). In summary, an interdepartmental committee has assessed permitting
software options, and unanimously recommends the purchase of TRAKiT by CRW Systems. Total software
and capital costs are estimated to be $365,500 (discounted eCitygov Alliance price) with an annual
maintenance fee of approximately $40,500.
Staff reviewed the components of the software and recommended modules for purchase. Staff is not
recommending moving forward with the purchase of the Citizen Response or Business Licensing modules
at this time. Committee Members felt that the Council may be interested in the Citizen Response module,
and requested that staff provide additional information regarding this module at the August 27 COW. This
module will add approximately $10,000 to the purchase price and $2,000 to the annual maintenance fee.
Pending Council approval of this interlocal purchasing agreement, and subsequent negotiations CRW
Systems, staff will return to Committee with a draft purchase contract for review and approval.
Additionally, future discussions will ensue regarding the potential assessment of a technology fee to each
permit application in order to pay for the new system making this purchase revenue neutral after a set
payback period. UNANIMOUS APPROVAL WITH COUNCIL CONSIDERATION OF CITIZEN
RESPONSE MODULE. FORWARD TO AUGUST 27 COW FOR DISCUSSION.
III. MISCELLANEOUS
Meeting adjourned at 5:24 p.m.
Next meeting: Monday, August 27, 2012 5:00 p.m. Conference Room #3
Committee Chair Approval
Minut�by K�i70.
L
42
COUNCIL AGENDA SYNOPSIS
CAS NUMBI
AGENDA ITEM TITLE
Initials
Meeting Date Prepared by 1 „l May�cs review
08/27/12 I B Ah'!I 6,/
09/04/12 I BG
ITEM INFORMATION
STAhr SPONSOR: BOB GIBERSON
Council review
ITEM NO.
3.C.
ORIGINAL AGENDA DATE: 08/27/12
Tukwila Urban Center Transit Center
Consultant Supplemental Agreement No. 15 with IBI Group
CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing Other
A1tg Date 08127112 Mt g Date 09/04/12 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date
SPONSOR Council ❑Mayor Adm Svcs DCD Finance Fire Legal PAR ❑Police ®1'W
SPONSOR'S This supplemental agreement provides funding for additional design regarding recently
SUMMARY discovered utility conflict complications and additional right -of -way acquisition services
Council is being asked to approve Supplemental Agreement No. 15 in the amount of
$65,970.00.
REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE: 08/20/12 COMMITTEE CHAIR: ALLAN EKBERG
RECOMMENDATIONS:
SPONSOR /ADMIN. Public Works
CoMMrrrrE Unanimous Approval; Forward to Committee of the Whole
COST IMPACT FUND SOURCE
EXPENDr uRE REQUIRI -D AMOUNT BUDGETED APPROPRIATION REQUIRED
$65,970.00 $65,970.00 $0.00
Fund Source: 104 ARTERIAL STREET FUND (PAGE 19, PROPOSED 2013 CIP)
Comments: move $17,649.00 from construction budget to design
MTG. DATE
08/27/12
09/04/12
MTG. DATE
08/27/12
09/04/12
RECORD OF COUNCIL ACTION
ATTACHMENTS
Informational Memorandum dated August 17, 2012
Page 19, Proposed 2013 CIP
Supplemental Agreement No. 15 with IBI Group
Minutes from the Transportation Committee meeting of 08/20/12
43
M
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Transportation Committee
FROM: Bob Giberson, Public Works Director.
BY: Cyndy Knighton, Senior Engineer
DATE: August 17, 2012
SUBJECT: Tukwila Urban Center Transit Center
Project No. 90610402, Contract No. 06 -019
Supplemental Agreement No. 15
ISSUE
Approve Supplement No. 15 to Contract No. 06 -019 with the IBI Group for the combined
Tukwila Urban Center Transit Center and Andover Park W design contract.
BACKGROUND
In November 2011, the City modified the agreement with IBI Group to complete the design of
the Tukwila Urban Center Transit Center project. Earlier, design work for Transit Center was
combined with the design work for the Andover Park W Road Widening and Water Main
Replacement projects. Design on all projects is currently at 75% with 90% design expected by
early September. The supplemental agreements are presented separately to aid in the ease of
billing and tracking expenditures by project.
DISCUSSION
Supplement No. 15 adds new scope and fee associated with final design and PS &E for the
Tukwila Urban Center Transit Center project. As the design of the Transit Center project
progressed and more information was known, it became apparent that more complex utility
conflicts exist than was originally anticipated. Extensive potholing of existing utilities is
necessary to avoid future construction problems, which is followed by some minor re- design to
avoid or mitigate extensive conflicts. Right -of -way acquisition has also become more complex,
which has necessitated additional surveyor and acquisition agent work. This project requires a
mix of R.O.W. acquisition, permanent easement acquisition, temporary construction easement
acquisition, and obtaining rights -of- entry.
Fiscal Impact: Supplement No. 15 includes $48,321.00 for work associated with land acquisition
and R.O.W. is budgeted with $1,259,000.00 in the CIP. The remaining $17,649.00 will come
from the construction budget as pre -award work to avoid more significant construction impacts
in the future.
RECOMMENDATION
Approve Supplement No. 15 to Contract No. 06 -019 with the IBI Group for the TUC Transit
Center in the amount of $65,970.00 and consider this item at the August 27, 2012 Committee of
the Whole and subsequent September 4, 2012 Regular meeting.
Attachments: CIP Sheet
Supplemental Agreement No. 15
WAPW Eng \PROJECTS\A- RW RS Projects \Transit Center (90610402) \Design \INFO MEMO Supp #15 181 Transit Center Design 8- 17- 12.docx
45
:M
CITY OF TUKWILA CAPITAL PROJECT SUMMARY
2013 to 2018
PROJECT: Tukwila Urban Center Transit Center Project No. 90610402
DESCRIPTION: Design and construct a Transit Center for the Tukwila Urban Center (TUC).
High transit ridership and bus operations warrant conversion of the existing bu n d r West
JUSTIFICATION: to a Transit Center. The current facilities are inadequate in size and I to e cations and
transit riders. City policy encourages the use of transit, and mitigatio and Ong supply decisions
have been made based upon the expected improvem to i
STATUS: Design completed in 2012. Construction to begin in n ai onal by 9/28/13 to coincide with
the new F -Line Rapid Ride.
MAINT. IMPACT: Minimal to moderate, depends on final maintenance agreement with King County Metro.
TOD grant of $468k with mitigation from Westfield S/C Mall of $500k for parking variance. WSDOT Regional
COMMENT: Mobility Grant of $4.7m with $3.9m in 2011 -2013 and $835k in 2013 -2015 with a required match of 20% that
can include past expenditures, other grants, and ROW value of land dedicated by Westfield.
FINANCIAL Through Estimated
(in $000's) 2011 2012 2013 2014 2015 2016 2017 2018 BEYOND TOTAL
EXPENSES
Design
411
656
Land (R/W)
347
912
Const. Mgmt.
100
450
Construction
482
4,182
TOTAL EXPENSES
758
2,150
4,632
FUND SOURCES
Awarded TOD Grant
127
341
Awarded Mob Grant
600
4,135
Mitigation Actual
500
ROW Donation
343
City Oper. Revenue
(212)
1,209
497
TOTAL SOURCES
758
2,150
4,632
Project Location
2013 2018 Capital Improvement Program
0 0 0 0 0
0 0 0 0 0
0 0 0 0 0
19
0
0
0
GIS
1,067
1,259
550
4,664
7,540
468
4,735
500
343
1,494
7,540
47
p0
SUPPLEMENTAL AGREEMENT NUMBER 15
TO
CONSULTANT AGREEMENT NUMBER 06 -019
THIS SUPPLEMENTAL AGREEMENT is entered into between the City of Tukwila,
Washington, herein -after referred to as "the City and IBI Groun, hereinafter referred to as "the
Consultant', in consideration of the mutual benefits, terms, and conditions hereinafter specified.
The City desires to supplement the agreement entered into with the Consultant and executed on,
February 23. 2006 and identified as Agreement No. 06 -019. All provisions in the basic
agreement remain in effect except as expressly modified by this supplement.
The changes to the agreement are described as follows:
1. Scope of Services, is hereby changed to include work described in Attachment A for
additional design work on the Tukwila Transit Center Project.
2. Payment, shall be amended as follows:
A. Payment for the work provided by the Consultant shall be made as provided on
Exhibit "C" attached hereto, provided that the total amount of payment to the Consultant
shall not exceed $65,970 without express written modification of the Agreement signed
by the City. The maximum amount payable under this agreement as supplemented
inclusive of all fees and other costs is now $1,600,822.
DATED this day of 20
CITY OF TUKWILA
Jim Haggerton, Mayor
CONSULTANT
By:
Printed Name:
Title:
50
1LA, �•�,9
1908
City of Tukwila
TUKWILA TRANSIT CENTER FINAL DESIGN PHASES 3 AND
4 ADDITIONAL SERVICES
mmm�
IBI
GROUP
51
|o| GROUP SCOPE opWORK
(AB.-E OF CONTEN S
PHASE 3: FINAL DESIGN —ADDITIONAL SERVICES 1
TASK 3. ROW 1
TASK 7. Constm~dnnD0cumontp 3
TASK 8:: Co-4 Estimates (6V)6 and 1OVY. 5
SCHEDULEAND FEE S
August 10, 2012
Page i.
IBI GROUP SCOPE OF WORK
City of Tukwila
TUKWILA TRANSIT CENTER FINAL DESIGN PHASES 3 AND 4 ADDITIONAL SERVICES
PHASE 3: FINAL DESIGN ADDITIONAL SERVICES
The ROW Acquisition scope of work has been expanded to provide additional services under the
Phase 3, Task 3: Right of Way Acquisitions work. This additional scope was identified by the City
and consultants during an acquisitions status review and next steps meeting held in June 2012.
TASK 3. ROW Acquisition
The objective of this task is to assist the City with ROW and easement acquisitions. Work to be
performed includes the preparation of legal documents detailing the ROW acquisition necessary
along Andover Park West to accommodate the new Transit Center, assist with purchase offers, and
negotiate final agreements. The general approach will be as follows:
Obtain a Temporary Construction Easement (TCE). TCEs will be utilized for building the transit
center, and any rework of private utilities and providing an area for temporary sidewalks during
construction. When compensation for TCEs is required, an appraisal of the property and an
appraisal review will be performed. Right of way plans will show the TCEs and legal descriptions
prepared.
Obtain a Permanent Easement or Fee Simple (ROW) Take. Permanent easement or Fee Simple
takes will be utilized for the transit stops. The compensation for this type of restrictive easement will
likely cost the same as a fee simple acquisition.. The southbound stop will require a permanent
transit easement, a fee simple take will be pursued for the northbound transit stop.
Obtain a Right of Entry. A Right of Entry will be required at the Firestone sight to complete
restoration of the site after demolition of the canopy, restoration will include paving and striping of
parking spots.
Universal Field Services (UFS) has been engaged as a sub consultant to IBI Group to perform the
acquisition work. Allen Brackett Shedd will perform the appraisals and Granger Company, a
WSDOT approved Review Appraiser will prepare the Appraisal Review reports. IBI will continue to
manage these sub consultants throughout the ROW acquisitions process.
ASSUMPTIONS
The following work will be performed by IBI Group and its sub consultants.
All forms and conveyance documents will be based on WSDOT templates.
UFS will coordinate with Granger Company for both the Southbound stop permanent
easement and the Northbound stop right of way assessments as well as the
Temporary Construction Easements that will be compensable.
There are no relocations for this project.
No sign relocations will be required for this project.
All utilities easements, permits, and clearing will be handled by the City.
Commercial parcels typically have multiple parties in interest. All parties in interest will
be addressed in clearing title.
August 10, 2012
IBI
GROUP
53
IBI GROUPSCOPE OF WORK
City of Tukwila
TUKWILA TRANSIT CENTER FINAL DESIGN PHASES 3 AND 4 ADDITIONAL SERVICES
The City will record all documents and will pay property owners and /or lien
holders /encumbrances for any property or property rights acquired for this project.
UFS will provide certification prep and review.
Right of Entry required for construction work at the Firestone site is covered under the
previous scope of work for the Transit Center Phase 4: Final Design.
The documents for the TCEs at Open Frame and Westfield will assume a parking
impact and will be compensable. No Parking Impact Study is planned at this time.
Additional fees will be negotiated with the City if a Parking Impact Study is required.
WORK ACTIVITIES
State and /or federal funds are involved in this project requiring strict adherence to Federal
Highways Administration policies and procedures as well as all applicable federal, state and local
laws including, but not limited to the Uniform Relocation Assistance and Real Property Acquisition
Policies Act of 1970 and its amendments, 49CFR Part 24, and state Revised Statutes. Work will be
in accordance with the WSDOT Local Agencies Guidelines and by reference the WSDOT Right of
Way Manual.
3.4. Temporary Construction Easements and Right of Entry
The following parcels, which are all commercially zoned properties, will require TCEs as follows:
Parcel 0223100010 (Property Owner: Open Frame; Property Tenant: California Pizza
Kitchen) this site will require two TCEs: 1) for the construction of the transit center
stop and will impact parking and 2) for the construction of the improved plaza with
redesigned landscaping elements that include an extension of the Owner's irrigation
system. The TCEs prepared during Phase 4, will be updated to reflect revised
footprints and impacted areas. The appraisal and review appraisal will be updated to
reflect these changes.
Parcel 9202470010 "Parcel A" (Property Owner: Westfield; Property Tenant:
Southcenter Mall) this site will require one TCE for the construction of the transit
center stop and will impact parking. The TCE prepared during Phase 4, will be updated
to reflect revised footprints and impacted areas. The appraisal and review appraisal will
be updated to reflect these changes.
Parcel 9202470010 "Parcel G" (Property Owner: Westfield; Property Tenant:
Firestone) this site will require one TCE for the construction of the transit center stop
and will impact parking. The TCE prepared during Phase 4, will be updated to reflect
revised footprints and impacted areas. The appraisal and review appraisal will be
updated to reflect these changes.
Parcel 9201470010 "Parcel G" (Property Owner: Westfield; Property Tenant:
Firestone) this site will require one ROE for the restoration of the Firestone site after
demolition of the existing canopy. The ROE will include paving and parking stall
striping.
3.5. Permanent Transit Easement
The City has provided additional documentation and agreements that were prepared in 1991 and
2005 that require dedication of easements for the existing southbound transit stop, existing signal
infrastructure and sidewalks. In order to capture the required land to construct the Southbound
M A
August 10, 2012
Page 2
IBI GROUPSCOPE OF WORK
City of Tukwila
TUKWILA TRANSIT CENTER FINAL DESIGN PHASES 3 AND 4 ADDITIONAL SERVICES
Transit Center stop, the legal description, ROW plan and appraisal prepared during Phase 4 will be
updated to reflect the property previously required to be dedicated to the City. Some additional
dedication may be required for the new southbound transit stop beyond the current transit
easement. UFS will negotiate this easement with the property owner at Parcel #9202470010
"Parcel A and G" (Property Owner: Westfield; Property Tenant: Southcenter Mall).
3.6. Right of Way Plans and Easement Updates PACE
The right of way plans will be revised to accurately show the previously required easement
dedications and any additional easement requirements for each parcel. Additional survey work will
be required for the appraisals to paint and stake the proposed permanent easements, fee simple
takes and temporary construction easements.
3.7. Acquisitions Oversight
Due to the critical path nature of the acquisitions, IBI will lead the oversight of the acquisition
process to ensure acquisitions move forward at the rate required to meet overall project schedule
requirements. Weekly status calls with UFS will be held with updates forwarded to the City on a
biweekly basis unless a critical path issue is identified, in which case the City would be notified
immediately.
DELIVARABLES
Updated Right of Way Acquisition Table (PACE)
Updated Right of Way Plans (PACE)
Legal documents for property acquisition (PACE)
Bi- Weekly status reports (UFS /IBI)
Documents required to clear any liens or encumbrances (UFS)
A complete record including all files will be provided at the close of negotiations (UFS)
rASK 7. Construction Documents
During the design process, some issues and conflicts have been identified and affect the ability of
the team to complete a draft 100% package for City review. Additional services to address these
issues /conflicts have been identified and are detailed below.
7.2 100% Design
In order to complete the final 100% bid -ready set of plans and specifications, additional work to
resolve discovered issues or conflicts have been identified. The identified additional work will be
included in the draft 100% set submitted to the City in order to ensure a complete review is made
possible. These issues have impacted the project schedule. A revised schedule will be prepared
and submitted to the City for their review and comment to reflect these additional services.
7.2.1 Civil
7.2.1.1. PSE Vault Rebuild Southbound and Northbound Transit Stops: The
existing PSE vault located at the south end of the southbound transit stop
will be rebuilt to eliminate the conflict with the expansion of the
August 10, 2012
Page 3
55
IBI GROUPSCOPE OF WORK
City of Tukwila
TUKWILA TRANSIT CENTER FINAL DESIGN PHASES 3 AND 4 ADDITIONAL SERVICES
southbound transit stop. The existing PSE vault located north of the
mall's entrance on Andover Park West will also be rebuilt to eliminate the
conflict with the widening of Andover Park West for the Northbound
Transit stop. The design and construction work will be performed by PSE.
The consultant will incorporate into the 100% design documents changes
to the grading and pavement design to reflect this revised vault rebuild by
PSE and the coordination with PSE on the design.
7.2.1.2. PSE Vault Relocation: The existing above ground PSE switches in the
plaza area of the southbound transit stop will be relocated to improve
pedestrian circulation through the plaza and stop. The consultant will
incorporate into the 100% design documents a revised design for the
plaza area that incorporates the clearance requirements for the above
ground switches as well as the PSE design for the layout of the new
underground vaults. This will include coordination with PSE on the design
requirements for the switches and vaults.
7.2.2 Landscape Architecture
7.2.2.1. PSE Vault Rebuild Southbound and Northbound Transit Stops: The
consultant will incorporate into the 100% design documents and updated
landscape design to reflect the impacts of the PSE vault rebuild and
transit extension.
7.2.2.2. PSE Vault Relocation: The consultant will incorporate into the 100%
design documents an updated landscape design that reflects the new
trellis design and the revisions to the plaza elements.
7.2.3 Urban Design /Architectural Design
7.2.3.1. PSE Vault Rebuild Southbound and Northbound Transit Stops: The
consultant will incorporate into the 100% design documents a
reconfigured southbound stop layout for the King County Metro requested
extension. Sidewalk layout and transit stop elements will be updated.
7.2.3.2. PSE Vault Relocation: The consultant will incorporate into the 100%
design documents a reconfigured southbound pedestrian plaza design for
the Southbound Transit Center stop to reflect moving the PSE vaults from
curbside to the back of the plaza adjacent to the Southcenter mall parking
lot. This will require design of a new unique trellis structure to
accommodate the PSE clearance requirements around the switches and
vaults, as well as reconfiguration of the plaza elements.
7.2.5 Structural
PSE Vault Relocation: The consultant will incorporate into the 100% design documents
a reconfigured foundation design to support the new trellis design.
7.2.8 Geotechnical
The consultant will develop up to four specifications sections to include Handling and
Disposal of PCB containing Materials, Handling and Disposal of Lead coated
Materials, Unknown Hazardous and Contaminated Substances, and Health and
Safety. This work effort will also include review of civil drawings to verify that
references to HBMS and /or Phase II ESA are included.
W
August 10, 2012
Page 4
IBI GROUPSCOPE OF WORK
City of Tukwila
TUKWILA TRANSIT CENTER FINAL DESIGN PHASES 3 AND 4 ADDITIONAL SERVICES
7.3 Potholing
Several potential utilities conflicts for the Transit Center design have been identified. In
order to resolve these conflicts, potholing at locations approved by the City, is required
in order to complete the design and mitigate utility impacts during construction. KPFF.
will review the potholing results and update the civil plans to reflect the utility location
information received.
PACE will hire a potholing subcontractor to perform the field work and coordinate and
manage the effort. Traffic control plans and any permits required to complete the work
are included. PACE will update the survey plans with the updated utility information
and provide an updated base plan to the design team for incorporation.
DELIVERABLES
Draft 100% Design Plans, Specifications and Bid items submittal for the disciplines
identified above will incorporate these additional scope items
TASK b Cost ate
Because of the additional design work identified above, the 100% submittal will be expanded to
include additional cost estimate items not included in the previous scope.
ASSUMPTIONS
Information will be prepared in WSDOT format for Unit Cost bidding
WORK ACTIVITIES
8.2 100% Cost Estimating
8.2.1 The Consultant will update the 100% cost estimate to include geotechnical elements to
support the removal of PCB- and lead- containing materials and the additional design
change identified above..
SCHEDULE AND FEE
Phase 3 and Phase 4 Additional Services work will begin upon approval by the City. Phase 5
Bid and Construction Support as defined in the Phase 4 Scope of Work dated November 11,
2011 will be refined during this time and finalized with the City prior to the development of a
fee proposal. In order to meet strict City budgeting requirements, this work will be split into
two discrete budgets. These efforts will be shown clearly on invoicing under the correct City
budget line items.
In addition, this section will identify the completed tasks from Phase 3 for which the budget
will be moved forward to cover some of the cost of additional services. Previous acquisitions
sub consultant CERTIFIED Land Services is no longer under contract for this work, so the
remaining budget previous approved for their work has also been identified.
The fee for the project has been prepared for the tasks outlined in this document for Phase 3
and 4 Additional Services. The estimated fee for the work is summarized below:
Phase 3 Tukwila Transit Center: ROW Acquisition Add'I Services $48,321
August 10, 2012
Page 5
57
IBI GROUPSCOPE OF WORK
City of Tukwila
TUKWILA TRANSIT CENTER FINAL DESIGN PHASES 3 AND 4 ADDITIONAL SERVICES
The value for all identified additional services for acquisitions work totals $55,957. The value
remaining under the previous approved acquisitions scope totals $7,636. The value shown above
for additional services has been reduced by the previous approved total value remaining.
Phase 4 Tukwila Transit Center: Additional Services $5,530
Phase 3: Final Design Services Task 2: Design Report Update has been completed, and the budget
remaining for this effort is being moved forward to the current phase. The remaining value for this
task totals $40,538. The value for additional services totals $46,068 and is shown above reduced
by the previously approved budget remaining for completed Task 2.
Phase 4 Tukwila Transit Center: Potholing $12,119
This includes the cost for the potholing sub consultant contracted by PACE and design fees related
to the changes in the updated basemaps.
4.
August 10, 2012
Page 6
IBI GROUPSCOPE OF WORK
FEE SUMMARY
August 10, 2012
City of Tukwila
TUKWILA TRANSIT CENTER FINAL DESIGN PHASES 3 AND 4 ADDITIONAL SERVICES
IBI
GROUP
W,
tukwila transit center final design
phases 3 and 4 street improvement budget
ibi group
TRANSPORTATION COMMITTEE
Meeting Minutes
August 20, 2012 5:15 p.m. Conference Room 41
Citv of Tukwila
Transportation Committee
PRESENT
Councilmembers: Allan Ekberg, Chair; Kathy Hougardy and De'Sean Quinn
Staff: David Cline, Bob Giberson, Frank Iriarte and Robin Tischmak
Guest: Chuck Parrish
CALL TO ORDER: The meeting was called to order at 5:15 p.m.
I. PRESENTATIONS No presentations.
II. BUSINESS AGENDA
A. WSDOT Regional Mobilitv Grant: TUC Pedestrian/Bicvcle Bridge
Staff is seeking Committee approval to apply for the Washington State Department of Transportation
WSDOT) Regional Mobility Grant for right -of -way and construction phases of the Tukwila Urban
Center Pedestrian/Bicycle Bridge project.
The total grant request would be in the amount of $6,870,000, and requires a minimum 20% City match.
The Committee discussed concerns regarding the amount of City matching funds for the grant, and the
amount of effort required to calculate the Vehicel Mile Travel (VMT) and Vehicel Time (VT) reduction
calculations. Without concerns this application would usually be approved for submission by the
Committee; however, the Committee would like to move this forward to full Council for discussion due
to the concerns above. FORWARD TO AUGUST 27 COW FOR DISCUSSION.
B. TUC Transit Center SUnplemental Agreement No. 15
Staff is seeking Council approval for the Supplemental Agreement No. 15 with IBI Group for a new
scope and fee that addresses additional utility conflict resolution potholing, minor re- design for conflict
resolution, additional right -of -way acquisition services and additional survey work for the Transit Center
in the amount of $65,970. UNANIMOUS APPROVAL. FORWARD TO AUGUST 27 COW FOR
DISCUSSION.
C. Andover Park West Street Widening Supnlemental Agreement No. 16
Staff is seeking Council approval for the Supplemental Agreement No. 16 with IBI Group for a new
scope and fee that addresses additional utility conflict resolution potholing, minor re- design for conflict
resolution, additional right -of -way acquisition services and additional survey work for the Andover Park
West Street Widening in the amount of $86,450. UNANIMOUS APPROVAL. FORWARD TO
AUGUST 27 COW FOR DISCUSSION.
III. SCATBd
No discussion held. INFORMATION ONLY.
IV. MISCELLANEOUS
Committee Chair Ekberg mentioned that the brush in the median on northbound SR -599 just north of the
bridge over I -5 appears to be a hindrance to the sight distance for northbound vehicles. Bob Giberson will
forward this on to the WSDOT maintenance office for review and response.
61
62
COUNCIL AGENDA SYNOPSIS
CAS NUMBER:
AGENDA ITEM TITLE
Initials
Meeting Date Prepared by Ma or's review
08/27/12 BG
09/04/12 BG
ITEM INFORMATION
STAFF SPONSOR: BOB GIBERSON
Council review
v &44
ITEMNO.
3.D.
ORIGINAL, AGENDA DATE: 08/27/12
Andover Park West Street Improvements
Consultant Supplemental Agreement No. 16 with IBI Group
CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing ❑Other
Mt g Date 08/27/12 Mtg Date 09/04/12 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date
SPONSOR Council ❑Mayor Adm Svcs DCD .Finance .Fire Legal E] PAR E] Police ®PTdI
SPONSOR'S This supplemental agreement provides funding for additional design regarding recently
SUMMARY discovered utility conflict complications and additional right -of -way acquisition services
Council is being asked to approve Supplemental Agreement No. 16 in the amount of
$86,450.00.
REVIEWED BY COW Mtg. CA &P Cmte F &.S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE: 08/20/12 COMMITTEE CHAIR: ALLAN EKBERG
RECOMMENDATIONS:
SPONSOR /ADMIN. Public Works
COMMIrrEE Unanimous Approval; Forward to Committee of the Whole
COST IMPACT FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$86,450.00. $86,450.00. $0.00
Fund Source: 104 ARTERIAL STREET FUND(PAGE 20 PROPOSED 2013 CIP)
Comments: move $45, 927.00 from construction budget to design
MTG. DATE
08/27/12
09/04/12
MTG. DATE
08/27/12
09/04/12
RECORD OF COUNCIL ACTION
ATTACHMENTS
Informational Memorandum dated August 17, 2012
Page 20, Proposed 2013 CIP
Supplemental Agreement No. 16 with IBI Group
Minutes from the Transportation Committee meeting of 08/20/12
63
p
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO:
Mayor Haggerton
Transportation Committee
FROM:
Bob Giberson, Public Works Director
BY:
Cyndy Knighton, Senior Engineer
DATE:
August 17, 2012
SUBJECT:
Andover Park West Street Widening
Project No. 98810404, Contract No. 06 -019
Supplemental Agreement No. 16
ISSUE
Approve Supplement No. 16 to Contract No. 06 -019 with the IBI Group for the combined Tukwila Urban
Center Transit Center and Andover Park West design contract.
BACKGROUND
In November 2011, the City modified the agreement with IBI Group to complete the design of the
Andover Park W roadway widening as well as the water main replacement. Earlier, these projects were
joined with the TUC Transit Center Project for coordinated design efforts. Design on all projects is
currently at 75% with 90% design expected by early September. The supplemental agreements are
presented separately to aid in the ease of billing and tracking expenditures by project.
DISCUSSION
Supplement No. 16 adds new scope and fee associated with final design and PS &E for the Andover
Park W widening and water main replacement projects. Design work associated with the road widening
and water main replacement has been separated for project accounting. As the design of the projects
progressed and more information was known, it became apparent that more complex utility conflicts
exist than was originally anticipated. Extensive potholing of existing utilities is necessary to avoid future
construction problems, which is followed by some minor re- design to avoid or mitigate extensive
conflicts. Additional work is also being added to the scope for assistance with obtaining rights -of -entry
from the adjacent property owners. No actual R.O.W. acquisition is required, but rights -of -entry are
necessary to facilitate the construction and transition between the public roadway and private property.
Fiscal Impact: Supplement No. 16's fee associated with the Andover Park W Widening Project right -of-
way acquisition is $37,353.00 and the fee for the Andover Park W Water Main Replacement project is
$3,170.00. The R.O.W. budget for the APW Widening project has $80,000.00 available and additional
design funds are available for the Water Main project. Supplement No. 16 also includes $45,927.00 for
roadway and potholing and budget will come from the construction budget as pre -award work in order
to avoid more significant construction impacts in the future. The total amount for Supplement No. 16 is
$86,450.00
RECOMMENDATION
Approve Supplement No. 16 to Contract No. 06 -019 with the IBI Group for the Andover Park West and
Water Main Replacement in the amount of $86,450.00 and consider this item at the August 27, 2012
Committee of the Whole and subsequent September 4, 2012 Regular meeting.
Attachments: CIP Sheets
Supplemental Agreement No. 16
W' \PW Eng \PROJECTS\A- RW RS Projects \Transit Center (90610402) \Design \INFO MEMO Supp #16 181 APW Water Design 8- 17- 12.docx
65
p
CITY OF TUKWILA CAPITAL PROJECT SUMMARY
2013 to 2018
PROJECT: Andover Park West (Tukwila Pkwy Strander Blvd) Project No. 98810404 Zone 1
DESCRIPTION: Study and implement revised channelization.
JUSTIFICATION: Revising left turn lanes will reduce accidents and lessen con v
STATUS: Major portion of Andover Park W at intersection a qeirn(ter x phase is to revise turn lanes along
length of project. To be coordinated with Tukwila „5' Transit Center and APW water improvements.
MAINT.IMPACT: Negligible.
Project is on impact fee list. Design report completed in 1991 was updated in 2009. ACME Bowling mitigation
COMMENT: of $111 k and Westfield Mall of $205k in 2007. Received State TIB grant of $1.42m. Partial match from APW
water overlay for $346k (see Water fund project).
FINANCIAL Through Estimated
(in $000's) 2011 2012 2013 2014 2015 2016 2017 2018 BEYOND TOTAL
EXPENSES
Design 119 292 411
Land (R/W) 2 78 80
Const. Mgmt. 10 153 163
Construction 54 1,542 1,596
TOTAL EXPENSES 121 434 1,695 0 0 0 0 0 0 2,250
FUND SOURCES
Awarded TIB Grant 100 1,320 1,420
Proposed Grant 0
Mitigation Actual 316 316
Impact Fees 104 10 114
City Oper. Revenue (299) 324 375 0 0 0 0 0 0 400
TOTAL SOURCES 121 434 1,695 0 0 0 0 0 0 2,250
Project Location
2013 2018 Capital Improvement Program
S151
N1
0
GIs
67
r
SUPPLEMENTAL AGREEMENT NUMBER 16
TO
CONSULTANT AGREEMENT NUMBER 06 -019
THIS SUPPLEMENTAL AGREEMENT is entered into between the City of Tukwila,
Washington, herein -after referred to as "the City and IBI Group, hereinafter referred to as "the
Consultant', in consideration of the mutual benefits, terms, and conditions hereinafter specified.
The City desires to supplement the agreement entered into with the Consultant and executed on,
February 23, 2006 and identified as Agreement No. 06 -019. All provisions in the basic
agreement remain in effect except as expressly modified by this supplement.
The changes to the agreement are described as follows:
1. Scope of Services, is hereby changed to include work described in Exhibit A for
additional design work on the Andover Park West project.
2. Payment, shall be amended as follows:
A. Payment for the work provided by the Consultant shall be made as provided on
Exhibit B attached hereto, provided that the total amount of payment to the Consultant
shall not exceed $86,450 without express written modification of the Agreement signed
by the City. The maximum amount payable under this agreement as supplemented
inclusive of all fees and other costs is now $1,687,272.
DATED this day of 20
CITY OF TUKWILA
Jim Haggerton, Mayor
CONSULTANT
By:
Printed Name:
Title:
70
City of Tukwila
ANDOVER PARK WEST IMPROVEMENTS
PHASE 2: FINAL DESIGN ADDITIONAL SERVICES
SCOPE OF WORK
AUGUST 10, 2012
IBI
GROUP
71
IBI GROUP SCOPE OF WORK
TABLE OF CONTENTS
PHASE 2: FINAL DESIGN ADDITIONAL SERVICES ..............................1
Task 11: Construction Documents ..............................1
Task 12: Cost Estimates (60% and 100 2
Task15: ROW Acquisition 3
SCHEDULEAND FEE ..............................4
August 10, 2012
Page
72
IBI GROUP SCOPE OF WORK
City of Tukwila
ANDOVER PARK WEST IMPROVEMENTS
PHASE 2: FINAL DESIGN ADDITIONAL SERVICES
PHASE 2: FINAL DESIGN ADDITIONAL SERVICES
The Andover Park West Improvements scope of work has been expanded to provide additional
services that have been identified during the development of the Phase 2 Final design. During the
development of the civil design, additional design services are required to prepared the final design
documents (100 for Andover Park West improvements in order to finalize design documentation
including utility conflicts, land acquisition and cost information to the City that allows for future
bidding of the project.
The following additional services have been identified, covering in general:
Right of Way (ROW) Acquisition primarily focused on Right of Entry for no
compensation.
Potholing of the corridor and updated survey plans.
Civil and Landscape updates related to gas line conflicts, line of sight conflicts, and
extension of project limits.
IBI Group management and oversight for all activities are included in the tasks under which the
work will be completed.
The following scope describes the work to be conducted, assumptions and deliverables to be
provided.
Task 11: Construction Documents
As identified in the previous scope of work submitted for Phase 2, this task includes design
development (60 and final (100 design plans and specifications for civil, urban design,
landscape architecture, ITS /communications, and electrical systems.
During the 60% design process, new issues and conflicts have been identified.
ASSUMPTIONS
Updates to Civil plans to resolve driveway line of sight and gas line conflicts are
covered in existing Civil design scope for the roadway and waterline replacement
design.
PACE will hire and manage a potholing sub consultant.
WORK ACTIVITIES
11.6. Potholing
Several potential utilities conflicts for the roadway and waterline design have been identified.
In order to resolve these conflicts, potholing at locations approved by the City is required in
order to complete the roadway and waterline design and mitigate utility impacts during
construction. KPFF will review the potholing results and update the civil plans to reflect the
utility location information received.
PACE will hire a potholing subcontractor to perform the field work and coordinate and
manage the effort. Traffic control plans and any permits required to complete the work are
August 10, 2012
IBI
GROUP
73
IBI GROUPSCOPE OF WORK
City of Tukwila
ANDOVER PARK WEST IMPROVEMENTS
PHASE 2: FINAL DESIGN ADDITIONAL SERVICES
included. PACE will update the survey plans with the updated utility information and provide
an updated base plan to the design team for incorporation.
11.7. Utility Conflicts
Plans will be updated to reflect the results of the potholing utility conflicts. An existing PSE
gas line is located along the east side of Andover Park West from Baker Blvd to Strander
Blvd in the vicinity of the new sidewalk and landscape design with curbside trees.
An existing telephone line is also located along the east side of Andover Park West between
Baker Blvd and Strander Blvd. A decision will be made by the City as to which, if any utility
relocates will be done or if modifications to the street tree plans is needed depending on the
results of the potholing.
11.8. Existing Detection
The City has existing traffic loops and video detection at the intersection of Baker Blvd. and
Andover Park West and at the north and south limits of the project at Strander Blvd and
Tukwila Parkway. The existing loops and the conduit and j -boxes will be impacted by
Andover Park West improvements and the new pavement overlay. IBI will work with the City
to prepare plans for the installation of new loops and infrastructure using City standard details
and prepare specifications and bid items for the work. The existing video detection will be
replaced. IBI will work with the City to identify the equipment and include the new system
components in the specifications and bid items. The City will be responsible for installation,
testing and integration of the new video detection equipment as well as signal timing updates
to accommodate the lane reconfigurations along Andover Park West.
DELIVERABLE(S)
Draft 100% Design package will include updates to design with the incorporation of
the tasks identified above.
Updated Survey plans (PACE)
Task 12: Cost Estimates (60% and 100
Cost estimates will need to be updated to reflect the new design that resolves the issues outlined
above. Per City direction, cost estimates have also been updated from the original scoped CSI
format to WSDOT format for all disciplines.
ASSUMPTIONS
Information will be prepared in WSDOT format for Unit Price bidding.
WORK ACTIVITIES
12.2. 100% Cost Estimating
The Consultant will update the current cost estimate will be updated to reflect based on the civil and
landscape design updates.
DELIVERABLE(S)
Unit price construction cost estimates for 100% documentation
August 10, 2012
Page 2
74
IBI GROUPSCOPE OF WORK
City of Tukwila
ANDOVER PARK WEST IMPROVEMENTS
PHASE 2: FINAL DESIGN ADDITIONAL SERVICES
August 10, 2012
Task 15: ROW Acquisition
The ROW Acquisition scope of work has been added to provide assistance to the City under the
Phase 2 Andover Park West Improvement project, for ROW acquisition services. The objective of
this task is to assist the City with ROW acquisitions. Work to be performed includes the preparation
of legal documents detailing the ROW acquisition necessary along Andover Park West for
construction of a new sidewalk, landscape improvements, and fire hydrant replacement. The
general approach will be as follows:
Obtain a Right of Entry for no compensation. A Right of Entry agreement will be utilized to allow
for access to the private properties for landscaping improvements and for repair to existing
commercial driveways to accommodate the new roadway grading and sidewalk improvements. In
addition, upgrades to existing and new fire hydrants will be required and a right of entry will be used
to perform the work.
ASSUMPTION(S)
All forms and conveyance documents will be based on WSDOT templates.
There are no relocations for this project.
No sign relocations will be required for this project.
All utilities easements, permits, and clearing will be handled by the City.
No compensation is anticipated for these ROEs; however, should property owners
refuse the ROE and the area is deemed necessary for the completion of the project,
additional scope to cover Temporary Construction Easement negotiations is
included.
Commercial parcels typically have multiple parties in interest. All parties in interest
will be addressed in clearing title.
IBI Group will be responsible for oversight and any coordination required with the City
for acquisitions.
Assumed ROE to TCE transition for three sites.
WORK ACTIVITIES
State and /or federal funds are involved in this project requiring strict adherence to Federal
Highways Administration policies and procedures as well as all applicable federal, state and local
laws including, but not limited to the Uniform Relocation Assistance and Real Property Acquisition
Policies Act of 1970 and its amendments, 49CFR Part 24, and state Revised Statutes. Work will be
in accordance with the WSDOT Local Agencies Guidelines and by reference the WSDOT Right of
Way Manual.
15.1. Right of Entries
The project involves two (2) parcels, which are all commercially zoned properties, as follows:
Parcel #0223100070 (Property Owner: Garfield Southcenter; Property Tenant(s):
REI, Bed Bath Beyond, etc.)
Parcel #0223100075 (Property Owner: O'Brien Autogroup; Property Tenant(s):
ACURA)
Page 3
75
IBI GROUPSCOPE OF WORK
City of Tukwila
ANDOVER PARK WEST IMPROVEMENTS
PHASE 2: FINAL DESIGN ADDITIONAL SERVICES
Parcel #0223100020 (Property Owner: OpenFrame; Property Tenant(s): ACME
Bowl)
Due to the critical path nature of the acquisitions, IBI will lead the oversight of the acquisition
process to ensure acquisitions move forward at the rate required to meet overall project
schedule requirements. Weekly status calls with UFS will be held with updates forwarded to
the City on a biweekly basis unless a critical path issue is identified, in which case the City
would be notified immediately.
15.2. Right of Entry to Temporary Construction Easement
During the negotiation process, one or more of the above parcels' owners may refuse to
grant a ROE. A TCE would be the next step. If a TCE becomes necessary, additional scope
and fee is included and work would be authorized by the City. This task includes work to
transition Right of Entries to Temporary Construction Easements and will require additional
negotiations, additional survey to stake the appraisal sites, appraisals, and review appraisals.
IBI will lead the oversight of the process to ensure this task moves forward at the rate
required.
15.3. Shared Driveways Design
As a part of the negotiations for acquisitions as identified by property owners, a shared
driveway may be designed linking Parcels 0223000020 and 0223100010 to provide for better
access to these properties.
15.3.1. Civil
Updated design will also include reconfiguration of west access to Southcenter
Annex (Parcel 0223000020) and northwest access to the Open Frame property
(Parcel 0223100010). Work also includes coordination with Landscape Design
team.
15.3.2. Landscape
Additional updates to landscape design will be required for the driveway
reconfigurations to allow for adequate line of sight and driveway access.
DELIVERABLES
Bi- Weekly status reports (IBI /UFS)
Detailed written diary for the parcel (UFS)
Documents required to clear any liens or encumbrances (UFS)
A complete record including all files will be provided at the close of negotiations
(UFS)
SCHEDULE AND FEE
Phase 2 Additional Services work will begin upon approval by the City. Phase 3 as defined in
the Phase 2 Scope of Work dated November 11, 2011 will be refined during this time and
finalized with the City prior to the development of a fee proposal. In order to meet strict City
budgeting requirements, this work will be split into two discrete budgets for the roadway
August 10, 2012
Page 4
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IBI GROUPSCOPE OF WORK
City of Tukwila
ANDOVER PARK WEST IMPROVEMENTS
PHASE 2: FINAL DESIGN ADDITIONAL SERVICES
improvements and waterline replacement. These efforts will be shown clearly on invoicing
under the correct City budget line items.
The fee for the project has been prepared for the tasks outlined in this document for Phase 2
Additional Services.
The estimated fee for the work is summarized below:
Phase 2 APW Improvements Additional Services: Roadway $32,109
Task 6: Technical Memorandum for Phases 1 a and 1 b of this project has been completed and
shows an amount remaining of $10,544 that is being carried forward to this task and will be applied
to the additional services fee request reducing the total design budget for this effort from $42,653 to
the amount shown above.
Phase 2 APW Improvements Additional Services: ROW Acquisitions $37,353
Phase 2 APW Improvements Additional Services: Potholing $13,818
Phase 2 Waterline Improvements Additional Services: Potholing $3,170
August 10, 2012
Page 5
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IBI GROUP SCOPE OF WORK
City of Tukwila
ANDOVER PARK WEST IMPROVEMENTS
PHASE 2: FINAL DESIGN ADDITIONAL SERVICES
FEE SUMMARY
i
August 10, 2012
IBI
GROUP
andover park west final design
phase 2 street improvements ibi group
andover park west final design
phase 2 final street improvements budget ibi group
TRANSPORTATION COMMITTEE
Meeting Minutes
August 20, 2012 5:15 p.m. Conference Room 91
Citv of Tukwila
Transportation Committee
PRESENT
Councilmembers: Allan Ekberg, Chair; Kathy Hougardy and De'Sean Quinn
Staff: David Cline, Bob Giberson, Frank Iriarte and Robin Tischmak
Guest: Chuck Parrish
CALL TO ORDER: The meeting was called to order at 5:15 p.m.
I. PRESENTATIONS No presentations.
II. BUSINESS AGENDA
A. WSDOT Regional Mobilitv Grant: TUC Pedestrian/Bicvcle Bridle
Staff is seeking Committee approval to apply for the Washington State Department of Transportation
WSDOT) Regional Mobility Grant for right -of -way and construction phases of the Tukwila Urban
Center Pedestrian /Bicycle Bridge project.
The total grant request would be in the amount of $6,870,000, and requires a minimum 20% City match.
The Committee discussed concerns regarding the amount of City matching funds for the grant, and the
amount of effort required to calculate the Vehicel Mile Travel (VMT) and Vehicel Time (VT) reduction
calculations. Without concerns this application would usually be approved for submission by the
Committee; however, the Committee would like to move this forward to full Council for discussion due
to the concerns above. FORWARD TO AUGUST 27 COW FOR DISCUSSION.
B. TUC Transit Center Supplemental Agreement No. 15
Staff is seeking Council approval for the Supplemental Agreement No. 15 with IBI Group for a new
scope and fee that addresses additional utility conflict resolution potholing, minor re- design for conflict
resolution, additional right -of -way acquisition services and additional survey work for the Transit Center
in the amount of $65,970. UNANIMOUS APPROVAL. FORWARD TO AUGUST 27 COW FOR
DISCUSSION.
C. Andover Park West Street Widenina Supplemental Agreement No. 16
Staff is seeking Council approval for the Supplemental Agreement No. 16 with IBI Group for a new
scope and fee that addresses additional utility conflict resolution potholing, minor re- design for conflict
resolution, additional right -of -way acquisition services and additional survey work for the Andover Park
West Street Widening in the amount of $86,450. UNANIMOUS APPROVAL. FORWARD TO
AUGUST 27 COW FOR DISCUSSION.
III. SCATBd
No discussion held. INFORMATION ONLY.
IV. MISCELLANEOUS
Committee Chair Ekberg mentioned that the brush in the median on northbound SR -599 just north of the
bridge over I -5 appears to be a hindrance to the sight distance for northbound vehicles. Bob Giberson will
forward this on to the WSDOT maintenance office for review and response.
F-IN
COUNCIL AGENDA SYNOPSIS
ITEM NO.
CAS NUMBER:
Meeting Date I Prepared by I Mayor's review
08/27/12 BG
09/04/12 BG
ITEM INFORMATION
STAFF SPONSOR: BOB GIBERSON
Council review
3.E.
ORIGINAL AGENDA DATE: 08/27/12
AGENDA ITEM TITLE Tukwila Urban Center Pedestrian/ Bicycle Bridge
WSDOT Regional Grant Program Application
CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing ❑Other
Mtg Date 08127112 Mt
g Date 09104112 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date
SPONSOR Council ❑Mayor Adm Svcs DCD Finance Fire Legal E] PAR E] Police ®PIS
SPONSOR'S This grant application for $6,870,000 includes $870,000 for right -of -way acquisition and
SUMMARY $6,000,000 for construction. A minimum 20% match will require city operating revenues
of $966,000 and park impact fees of $810,000. Council is being asked for approval to
submit a grant application to the WSDOT Regional Mobility Grant Program for the Tukwila
Urban Center Pedestrian/ Bicycle Bridge.
REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE: 08/20/12 COMMI'I fEE CHAIR: ALLAN EKBERG
RECOMMENDATIONS:
SPONSOR /ADMIN. Public Works
COMMITTEE Forward to Committee of the Whole for discussion.
COST IMPACT FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$940,000.00 $940,000.00 $0.00
Fund Source: 104 ARTERIAL STREET FUND(PAGE 12, PROPOSED 2013 CIP)
Comments: City matched funds to a grant request in the amount of $6,870,000.00
MTG. DATE RECORD OF COUNCIL ACTION
08/27/12
MTG` DATE j ATTACHMENTS
08/27/12 I Informational Memorandum dated August 17, 2012
Page 12, Proposed 2013 CIP
Minutes from the Transportation Committee meeting of 08/20/12
09/04/12
p
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Transportation Committee
FROM: Bob Giberson, Public Works Director
BY: Cyndy Knighton, Senior Engineer
DATE: August 17, 2012
SUBJECT: Tukwila Urban Center Pedestrian Bicvcle Bridge
Project No. 90510403
WSDOT Regional Mobility Grant Program Application
ISSUE
Submit grant application to the WSDOT Regional Mobility Program for the TUC Pedestrian /Bicycle Bridge.
BACKGROUND
The WSDOT Regional Mobility Grant Program has a current call for applications, which are due on October 10, 2012 but the process
includes early review and approval of a section of the grant which is due September 14, 2012. The early submittal of the complex Vehicle
Mile Travel (VMT) reduction and Vehicle Time (VT) reduction calculations require that work on the grant application must begin earlier than
normal. Staff is proposing submitting for R.O.W. and construction phases on the TUC Pedestrian /Bicycle Bridge project. Tukwila was
successfully awarded a Regional Mobility Grant for the Tukwila Transit Center and remains in good standing with the granting agency.
Staff submitted a grant application through the WSDOT Pedestrian and Bicycle program for the R.O.W. phase in June, 2012. There were
170 applications received for the approximate $8 million available state -wide and it is not yet known if Tukwila will be successful in this highly
competitive program. The Regional Mobility Grant Program is expected to have about $40 million available state -wide.
DISCUSSION
Design is underway for the TUC Pedestrian Bridge and a new cost estimate based on 30% engineering will be available in October. The CIP
currently shows the need for $7,485,000 in construction funding, which is based on information from the Type, Size, and Location Report,
finalized in 2011. The new 2013 CIP sheet will be updated once the most recent information is received and the final grant request will be
updated to reflect the more current cost estimate prior to submittal.
The TUC Pedestrian Bridge requires acquisition of one full property (Nelsen property) and a partial acquisition, including 27 parking stalls, of
a second property (Riverview Plaza). Permanent easements from Seattle Public Utilities are also expected. Estimated cost for acquiring this
R.O.W. is $1,100,000. The 2012 CIP sheet has only $100,000.00 for R.O.W., which was a placeholder until more information was known on
the actual needs.
Match is required for these grants, with the minimum of 20 Unlike most grant sources, previous expenditures and staff salaries can be
used as match. If the two grant requests are successful, the funds cannot be used as match to each other, but other federal grant funds
already awarded for the design can. If successful, funds would be available in June, 2013.
Phase
City
Park Impact
Grants
Responsibility
Fees
Design
102,000
35,000
ROW
230,000
1,100,000
Construction
710,000
775,000
Total
$1,042,000
810,000
Match Percentage
10%
8%
RECOMMENDATION
Awarded
Grant
Total Amount
Grants
Request
$1,496,000
0
1,633,000
870,000
1,100,000
6,000,000
7,485,000
$1,496,000
$6,870,000
$10,218,000
15%
67%
100%
Council is being asked to approve the submission of a grant application to the WSDOT Regional Mobility Grant Program for the TUC
Pedestrian /Bicycle Bridge in the amount of $6,870,000 with a minimum 20% local match, and consider this item at the August 27, 2012
Committee of the Whole and subsequent September 4, 2012 Regular meeting.
Attachment: CIP sheet
W:\PW Eng \PROJECTS\A- RW RS Projects \TUC Ped Bicycle Bridge (90510403) \Grants \INFO MEMO WSDOT Regional Mobility Grant App 5 -24 -12 bg.docx
i
p
CITY OF TUKWILA CAPITAL PROJECT SUMMARY
2013 to 2018
PROJECT: Tukwila Urban Center Pedestrian /Bicycle Bridge Project No. 90510403
DESCRIPTION: Construct a new pedestrian /bicycle bridge over the Green River.
JUSTIFICATION: Pedestrian /bicycle connection between Tukwila's Urban Center and co rail r ice: a a'
Supports local and regional goals and policies regarding land u rtati rn M< rU n Center.
Pedestrian System Report identified the optimal locati for to be south of the Best
STATUS: Western Hotel. Type, Size, and Location Report was c e4 =.,;,n 1011. Council approved a design of
a twin -tied arch bridge with no accommodation for a futu i "'bridge crossing over West Valley Highway.
MAINT. IMPACT: To be determined.
State Enhancement design grant for $190k and Transit Oriented Development (TOD) planning grant of $55k
COMMENT: State Enhancement grant of $500k and Federal CMAQ grant of $750,833 for final design. Project is on Park
Impact Fee list with funding of $2 million with an 80 %/20% split.
FINANCIAL Through Estimated
(in $000's) 2011 2012 2013 2014 2015 2016 2017 2018 BEYOND TOTAL
EXPENSES
Design 267 984 382 1,633
Land (R/W)
Const. Mgmt.
Construction
TOTAL EXPENSES 267
FUND SOURCES
Awarded Grant 245
Proposed Grant
Mitigation Actual
Park Impact Fees Expected
City Oper. Revenue 22
TOTAL SOURCES 267
1,100
1,000
6,485
984 382 1,100 7,485
930 321
870 6,000
35 90 685
54 26 140 800
984 382 1,100 7,485
Project Location
2013 2018 Capital Improvement Program
12
0
0
0
0
0
0
0
0
0
1,100
1,000
6,485
0 10,218
1,496
6,870
0
810
0 1,042
0 10,218
GIs
NY.]
Mt
TRANSPORTATION COMMITTEE
Meeting Minutes
August 20, 2012 5:15 p.m. Conference Room #1
Citv of Tukwila
Transportation Committee
PRESENT
Councilmembers: Allan Ekberg, Chair; Kathy Hougardy and De'Sean Quinn
Staff: David Cline, Bob Giberson, Frank Iriarte and Robin Tischmak
Guest: Chuck Parrish
CALL TO ORDER: The meeting was called to order at 5:15 p.m.
I. PRESENTATIONS No presentations.
II. BUSINESS AGENDA
A. WSDOT Regional Mobilitv Grant: TUC Pedestrian/Bicvcle Bridge
Staff is seeking Committee approval to apply for the Washington State Department of Transportation
WSDOT) Regional Mobility Grant for right -of -way and construction phases of the Tukwila Urban
Center Pedestrian /Bicycle Bridge project.
The total grant request would be in the amount of $6,870,000, and requires a minimum 20% City match.
The Committee discussed concerns regarding the amount of City matching funds for the grant, and the
amount of effort required to calculate the Vehicel Mile Travel (VMT) and Vehicel Time (VT) reduction
calculations. Without concerns this application would usually be approved for submission by the
Committee; however, the Committee would like to move this forward to full Council for discussion due
to the concerns above. FORWARD TO AUGUST 27 COW FOR DISCUSSION.
B. TUC Transit Center Supplemental Agreement No. 15
Staff is seeking Council approval for the Supplemental Agreement No. 15 with IBI Group for a new
scope and fee that addresses additional utility conflict resolution potholing, minor re- design for conflict
resolution, additional right -of -way acquisition services and additional survey work for the Transit Center
in the amount of $65,970. UNANIMOUS APPROVAL. FORWARD TO AUGUST 27 COW FOR
DISCUSSION.
C. Andover Park West Street Widening Supplemental Aareement No. 16
Staff is seeking Council approval for the Supplemental Agreement No. 16 with IBI Group for a new
scope and fee that addresses additional utility conflict resolution potholing, minor re- design for conflict
resolution, additional right -of -way acquisition services and additional survey work for the Andover Park
West Street Widening in the amount of $86,450. UNANIMOUS APPROVAL. FORWARD TO
AUGUST 27 COW FOR DISCUSSION.
III. SCATBd
No discussion held. INFORMATION ONLY.
IV. MISCELLANEOUS
Committee Chair Ekberg mentioned that the brush in the median on northbound SR -599 just north of the
bridge over I -5 appears to be a hindrance to the sight distance for northbound vehicles. Bob Giberson will
forward this on to the WSDOT maintenance office for review and response.
m
Upcoming Meetings Events
August /September 2012
27th (Monday) 28th (Tuesday) 29th (Wednesday) 30th (Thursday) 31st (Friday)
Utilities Cfnte
A rte:.,. k�p 5 P..
QPA- Cancelled
Cancelled
City Council
Committee of
the Whole Mtg.,
7:00 PM
(Council
Chambers)
3rd (Monday) 4th (Tuesday)
Labor Day Chamber of
Commerce
City offices closed Gov't.
Community
Affairs Cmte,
12:00 NOON
(Chamber
Ofce)
(Rescheduled to
September 10)
Transportation
Cmte,
5:15 PM
(CR 41)
AAs
G� -''en,
(Rescheduled to
September 18)
City Council
Regular Mtg.,
7:00 PM
(Council
Chambers)
5th (Wednesday) 6th (Thursday) 7th (Friday)
Finance
Equity
Safety Cmte,
Diversity
5:15 PM
Commission,
(CR 93)
5:15 PM
(CR #3)
1st (Saturday)
8th (Saturday)
Council Coffee Chat
10:00 AM to
12:00 NOON
Stop by and informally
talk with a Tukwila
City Councilmember
about anything on
your mind regarding
Tukwila.
Foster Golf Links
Clubhouse
(13500 Interurban Ave S)
Arts Commission: 1st Tues., 5:30 PM, Tukwila Community Center. Contact Stephanie Gardner at 206- 767 -2342.
Chamber of Commerce's Tukwila Government and Community Affairs Committee: 1st Tues., 12:00 Noon, Chamber Offices.
Contact Lynn Wallace at 206 -575 -1633.
City Council Committee of Whole (C.O.W.) Meeting: 2nd 4th Mon., 7:00 PM, Council Chambers at City Hall.
➢City Council Regular Meeting: 1st 3rd Mon., 7:00 PM, Council Chambers at City Hall.
Civil Service Commission: 1st Mon., 5:00 PM, Con£ Room #3. Contact Kim Gilman at 206 431 -2187.
➢Community Affairs Parks Committee: 2nd 4th Mon., 5:00 PM, Conf Room #3 Meeting cancelled.
➢COPCAB (Community Oriented Policing Citizens Adv. Board): 4th Wed., 6:.30 PM, Conf. Rm #5. Phi Huynh (206- 433 7175).
Equity Diversity Commission: 1st Thurs., 5:15 PM, Conf. Room #3. Contact Joyce Trantina at 206 433 -1850.
➢Finance Safety Committee: 1st 3rd Tues., 5:15 PM, Conf. Room #3
Library Advisory Board: 3rd Wed., 7:00 PM, Foster Library. Contact Stephanie Gardner at 206 767 -2342.
➢Parks Commission: 3rd Wed., 5:30 PM, Senior Game Room at Community Center. Contact Dave Johnson 206 767 -2308.
➢Planning Commission /Board of Architectural Review: 4th Thurs., except 2nd Thursday in Nov. Dec., 6:30 PM,
Council Chambers at City Hall. Contact Wyneua Bivens at 206 -431 -3670.
➢Tukwila Historical Society: 3rd Thurs., 7:00 PM, Tukwila Heritage Cultural Center, 14475 59' Avenue S. Contact Pat Brodin at
206 433 -1861.
➢Transportation Committee: 1st 3rd Mon., 5:00 PM, Conf. Room 41
➢Tukwila Int'l. Blvd. Action Cmte: 2nd Tues., 7:00 PM, Tukwila Community Center. Contact Chief Villa at 206 433 -1815.
Utilities Committee: 2nd 4th Tues., 5:00 PM, Conf. Room #1 Meeting Cancelled.
91
Tentative Agenda Schedule
August 6
September 4 (Tuesday)
Consent Agenda:
Authorize the Mayor
to sign lease
agreements for 19
copiers with Xerox
Corporation over a 2-
year period in an
amount not to exceed
$210,000.
Authorize the Mayor
to sign an amendment
to Contract #09 -130
with Foster Pepper
PLLC for the Tukwila
Urban Access
(Klickitat) LID #33
project in the amount
of $25,000.
Public Hearing:_
Sound Transit
Unclassified Use
Permit for Tukwila
Commuter Rail
Station located at 7301
South Longacres Way
Unfinished Business:
Adopt findings of
fact, conclusions, and
recommendations In
the staff report and
approve the
Unclassified Use
Permit for the
permanent Tukwila
Commuter Rail
Station located at 7301
South Longacres Way.
A Reserve Policy
13
10
Special Issue:
A Reserve Policy
Presentation on the
proposed Disposition
and Development
Agreement for Tukwila
Village.
20
17
27
See agenda packet
cover sheet for this
week's agenda
(August 27, 2012
Conunittee of the Whole
Meeting).
24
Special Presentation:
2012 Financial Report
for 2nd Quarter.
Special Issue:
Presentation on the
proposed Disposition
and Development
Agreement for Tukwila
Village.
WA